New

Executive Administrative Assistant

San Joaquin Delta College
$7,133.00 - $8,770.00 Monthly
medical insurance, dental insurance, life insurance, vision insurance, vacation time, sick time
United States, California, Stockton
5151 Pacific Avenue (Show on map)
Jan 15, 2026
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. Responsibilities and Duties ESSENTIAL FUNCTIONS: 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 details on special matters. Monitor and keep the administrator current regarding progress of office projects and activities; assist in monitoring communication from state system and other agencies relative to the administrator. Participate in the hiring, training, direction and oversight of student workers; including scheduling and assignment of duties, coordinating workflow of the office; lead, schedule, train and oversee lower-level clerical staff; review work products to ensure accuracy and compliance with established policies and procedures. Perform related duties and responsibilities as assigned. Qualifications Knowledge of: Principles and practices of public administration. Office procedures, methods and equipment including computers and software applications; such as word processing, spreadsheets, presentation software and databases. Principles, practices, and procedures of business communications and report writing. Principles and practices used to establish and maintain files, record keeping and information retrieval systems. Principles, practices, and procedures of fiscal, statistical, and administrative research and report preparation. Principles and practices of purchasing and contracting. Work organization and office management principles and practices. Proper language usage, spelling, grammar and punctuation. College policies and procedures applicable to area of assignment. Pertinent federal, state and local laws, codes and regulations; including applicable sections of the State Education Code, Title 5, the Brown Act, and other legal requirements related to area of assignment. Ability to: Perform responsible and complex administrative support using independent judgement, personal initiative and confidentiality. Independently prepare correspondence and memoranda. Oversee and participate in management of administrative functions and operations of the assigned office; organize work to meet schedules and changing deadlines. Maintain confidentiality of sensitive information and work performed. Research, compile, analyze, and interpret data. Read, understand, interpret, and apply with judgement, rules, regulations, policies and other written materials in a wide variety of situations and applications. Participate in the preparation and administration of assigned budget(s). Type at a speed necessary for successful job performance. Maintain a calendar of activities and schedule meetings appropriately. Operate office equipment including computers, scanners, copiers and fax machines. Prepare and maintain accurate and current records and files. Respond to difficult requests and inquiries from students, public constituents, faculty and staff; effectively present information in a clear and concise manner. Lead and direct students and lower-level staff. Accept responsibility for decision making and use good judgement in recognizing scope of authority. Communicate effectively and professionally verbally and in writing using a variety of modes and technologies. Receive confidential information and maintain confidentiality. Work under steady pressure with frequent interruptions and high degree of public contact by phone or in person. Work independently and effectively in the absence of supervision, plan and organize work to meet deadlines, demonstrate skills in organizing, scheduling and time management. Establish and maintain cooperative and effective working relationships with all employees and others encountered in the course of work. Demonstrate sensitivity to and understanding of the diverse academic, socioeconomic, cultural, disability, gender identity, sexual orientation, linguistic, and ethnic backgrounds, and disabilities of community college students and staff as demonstrated by skills and abilities in cultural responsiveness and cultural humility. EDUCATION AND EXPERIENCE: Any combination of experience and training that would provide the required knowledge and abilities is qualifying. A typical way to obtain the required knowledge and abilities would be: Education: Associate's degree in business, office technology or a related field from an accredited college. Experience: Four years' experience of progressively responsible administrative support, preferably in an administrative or executive office of a public agency or in an educational environment. Supplemental Information WORKING CONDITIONS: Consistent with its obligations under the law, the San Joaquin Delta College will provide reasonable accommodation to any employee with a disability who requires accommodation to perform the essential functions of their job. Physical Demands: Regularly perform desk-based computer tasks. Frequently sitting. Occasionally stand/walk, reach/work above shoulders, grasp lightly/fine manipulation, grasp forcefully, use a telephone, sort/file paperwork or parts, lift/carry/push/pull objects that weigh up to 30 pounds. Rarely twist/bend/stoop/squat, kneel/crawl. Work Environment: Office Environment. A workplace featuring typical office amenities, including computers, telephones, and office furniture, in a controlled indoor setting.