Executive Assistant to the Chancellor/Board of Trustees

West Valley-Mission Community College District
California, United States
Salary Not specified
May 26, 2021
Employment Level
Employment Type
Full Time

Executive Assistant to the Chancellor/Board of Trustees

West Valley-Mission Community College District

Closing Date: 6/14/2021

The Chancellor's Office is seeking a talented individual to fill the position of Executive Assistant to the Chancellor/Board of Trustees.

Comprised of two colleges, West Valley College and Mission College, we are located in the heart of Silicon Valley. Our staff and faculty are among the most qualified in the state and our students appreciate our two colleges for our friendly staff and supportive atmosphere.

The purpose of this position is to independently perform a wide variety of highly responsible, complex, and confidential administrative support duties for the Chancellor and the Board of Trustees, including Board agenda preparation, minutes preparation, and records management; to organize and conduct bi-annual Board of Trustees elections; to coordinate assigned activities with district divisions, college campuses, and outside agencies; and to represent the Chancellor and the Board of Trustees with district staff and the public.

Applicants who possess the knowledge, skills, and life experiences to address the cultural and educational needs of a culturally diverse student population are encouraged to apply.

100% of full time, 40 hours per week, 12 months per year. Schedule may change to include some evening or weekend hours, as needed. This position is a member of the Confidential Employee Unit.

Work Location: West Valley-Mission Community College District, located on the campus of West Valley College, Saratoga, CA

Salary and Benefits:
Anticipated Hiring Range:
  • $8,029.67-$8,799.08 monthly (Confidential Employee Salary Schedule, Range 54, Steps A-C).

Benefits include:
  • Employer-contributed medical, dental and vision for employee, spouse and dependents.
  • Employer-paid long term disability for employee.
  • Employer-provided life insurance.
  • 13 paid holidays, plus 1 floating holiday annually; paid non-workdays between Christmas and New Year.
  • 22 days vacation leave accrued annually (24 days after 7 years)
  • 12 days sick leave accrued annually.
  • Personal necessity leave and personal business leave.
  • Educational growth incentive program from $45 to $225 monthly.
  • $500 longevity award annually after 10 years of service and $1,000 longevity award annually after 15 years of service.
  • CalPERS retirement.

Minimum Qualifications:
Any combination of experience and education that would provide the required knowledge and abilities is qualifying. A typical way to obtain the required knowledge and abilities would be:
1. Understanding of, and sensitivity to the diverse academic, socio-economic, ethnic, religious and cultural backgrounds, disability, and sexual orientation of community college students, faculty and staff.
2. Equivalent to an Associate’s degree in general education, business or a related field.
3. Four years of responsible executive level administrative support experience, preferably in an educational environment, or three years of experience similar to an Executive Assistant with the West Valley-Mission Community College District.

Examples of Duties and Responsibilities:
Duties may include, but are not limited to, the following:
  • Manage and coordinate the office of the Chancellor and the Board of Trustees; assign, schedule, coordinate, and evaluate the flow of work.
  • Perform responsible and confidential administrative and secretarial duties for the Chancellor and the Board of Trustees, relieving the Chancellor and the Board members of a wide and complex variety of administrative details; research, analyze, and evaluate a wide variety of issues, data, recommendations, and alternatives; develop and provide recommendations, suggestions, and information as appropriate.
  • Act as a liaison between the Board members, Chancellor and district executive staff, management staff, academic and classified staff, students, legislators, representatives of community agencies and the general public; relay messages, answer questions, clarify the Board or Chancellor’s position on various matters, respond to requests, resolve problems, explain district policies and procedures, and refer callers to the Chancellor or appropriate member of the Board.
  • Review and oversee calendar and events daily to assure timely and appropriate coordination of Board and Chancellor activities, status of assigned projects, and responses to ongoing matters; respond to letters and general correspondence not requiring the direct attention of the Chancellor or the Board President; research and draft preliminary responses to correspondence for Board or Chancellor’s approval.
  • Prepare, distribute, and maintain official Board of Trustees meeting agendas, minutes, and records within district timelines and legal guidelines; track and schedule Board agenda items to meet district and legal requirements; attend and take notes at closed session meetings of the Board of Trustees; provide timely notification of Board requests for information or action to the Chancellor, administrators, and other district personnel; provide information and notification of action taken to the Board as requested.
  • Assist the Chancellor and Board members with involvement and leadership roles in external organizations at the local, state, national, and international levels; gather information, conduct research, compile data, and assist in preparing reports, presentations, and testimonies for the Chancellor’s review and approval.
  • Track the progress of relevant legislation and coordinate district input in the development of language for proposed legislation or testimony for legislative hearings; collect or provide information and convey Board decisions as appropriate.
  • Prepare agendas for a variety of meetings, committees, and groups; provide administrative support for assigned task forces, committees, commissions, and boards.
  • Read, process, and coordinate confidential information related to the District’s employer-employee relations, collective bargaining negotiations, and/or employee grievances.
  • Research and compile data for draft reports; perform routine and special administrative activities and projects.
  • Provide follow up to assignments given to management or operations staff by the Chancellor; provide status reports to the Chancellor.
  • Evaluate operations and activities of assigned responsibilities; recommend improvements and modifications; prepare various reports on operations and activities as necessary.
  • Assist in the periodic review of the District’s conflict of interest code; notify district staff and Board of Trustees regarding requirements of applicable filings; ensure appropriate and complete forms are submitted and in compliance with applicable regulations; may serve as district filing officer for Fair Political Practice Commission (FPPC) forms.
  • Assist in the review, writing, implementation, and distribution of new and revised Board policies; maintain official copies of Board minutes and policies.
  • Build and maintain positive working relationships with co-workers, other district employees, and the public using principles of good customer service.
  • Foster an environment that embraces diversity, integrity, trust and respect.
  • Be an integral team player, which involves flexibility, cooperation and communication.
  • Perform related duties as assigned.

For more information on this position and to apply, please visit our website at the following link: wvm.peopleadmin.com

Applicants who, due to a disability, require accommodations to complete the application, testing or interview process, please contact Human Resources at (408) 741-2174 to arrange for assistance.

West Valley-Mission Community College District is an Equal Opportunity Employer.