Executive Administrative Assistant

Description

The Executive Administrative Assistant/Confidential is distinguished from other classes within the Clerical series by the performance of the most complex, technical, and confidential duties for the executive level administrator. An incumbent in this classification performs a full range of highly responsible, complex, and confidential administrative support duties. Incumbents at this level work independently, typically receiving instruction or assistance only as new or unusual situations arise, and must be fully aware of the operating procedures and policies of the organizational unit and District.

The organizational unit at this level includes multiple departments and/or divisions under the direction of the executive administrator. Incumbents may be required to perform additional or different duties from those set forth below to address the needs of the District and/or unit.

• Perform complex, highly skilled, confidential administrative support which includes the use of independent judgment; maintain confidentiality of sensitive information and work performed; assures smooth and efficient office operations; provide input to the assigned administrator concerning timelines and priorities; plan, coordinates and organize office activities.
• Serve as a liaison to administrators, staff, faculty, students, representatives of educational institutions, local, state and federal agencies, and the general public by responding to requests, answering questions, clarifying information, resolving problems, explaining District policies and procedures or referring inquiries to others as necessary.
• Compose, prepare and proofread a wide variety of reports, correspondence letters and memoranda, independently, from rough draft or from verbal instruction; research, compile, and review a variety of information and data related to responsibilities as needed; tabulates statistical data; prepare comprehensive analytical reports including charts and graphics; make mathematical and statistical calculations. Produce high quality and professional materials and reports in support of executive level management.
• Assist in preparation, development, administration, and maintenance of assigned budget(s); analyze and summarize budget expenditures; collect expenditure and cost reports; processes financial transactions.
• Interpret, apply and explain District operations, requirements, policies, procedures and related standards.
• Exercise independent judgment to resolve various issues and conflicts; refers difficult issues to administrator.
• Perform complex word processing, spreadsheet, and report writing tasks using a wide variety of software applications and techniques; prepare a variety of specialized documents and publications including manuals, brochures, handbooks, event programs and other informational items.
• Provide complex and responsible executive support and confidential assistance related to collective bargaining issues, labor negotiations, contract grievances and employee litigation; as well as, staff evaluations, personnel matters and legal actions.
• Prepare and submit draft personnel requisitions in Human Resources' electronic system.
• Exercise independent judgement and discretion in scheduling appointments and meetings for assigned executive administrator; prepare and maintain a calendar of events to ensure timely coordination of office activities and status of assigned projects; develops schedules related to District activities.
• Make travel arrangements and create travel itineraries, including airline, hotel reservations, car rental and other related activities for assigned executive administrator and groups, when necessary.
• Coordinate and oversee planning, preparation, arrangement, operation, staffing and post-event evaluation for complex campus and community events and activities, as required. Schedule, attend and participate in a variety of professional meetings, committees, and District events; prepare printed materials, documents and agendas as requested; take and prepare minutes; researches, compiles and disseminates information as appropriate.
• Receive, screen, sort and respond to correspondence and confidential information; route materials to appropriate staff.
• Assist in developing, facilitating, and implementing a variety of District initiatives, operational, administrative, and program policies and procedures.
• Prepare contract and ancillary documents, develop and facilitate processes for review and execution of contracts and payment to vendors.
• Develop materials for presentations; participate in, or supports the execution of presentations, as required.
• Compose, prepare, and ensure committee and/or Board agenda items and supporting documents are developed, prepared and forwarded within District timelines in compliance with the Brown Act.
• Develop, implement, and prepare special projects, reports and various forms on behalf of the assigned executive administrator; attend to administrative…