Title: Special Assistant to the President and Chief Executive Officer
Position Type: Full time
Requisition No: 25003
Category: Confidential
Supervisor: President and CEO and/or Chief of Staff
Last Updated: July 2024
Job Purpose: Supports and contributes to the effective performance of the Office
of the President and CEO by providing administrative and executive
level support.
Location: Remote, various locations throughout California
Salary Range: The beginning salary range for this position is Range C-18,
(Steps 1-3) $113,154.14 - $124,773.75.
The first review of application shall occur approximately August 8, 2024
Position Overview
The Special Assistant to the President and Chief Executive Officer (CEO) will be an excellent writer and skilled strategic communicator, with strong relationship skills to join the Office of the President and CEO. The Special Assistant to the President and CEO will work closely with the Chief of Staff to develop strategic partnerships on behalf of the President and CEO's office, coordinate communications and projects, and handle administrative and executive level responsibilities for the President and CEO, including scheduling and development of correspondence. They will perform a variety of functions to support the activities of the Office of the President and CEO and provide ad hoc support to the College's Executive Team. The Special Assistant to the President and CEO is responsible for supporting the President and CEO through a combination of project management, writing and editing, research, and high level administrative and relationship support functions. They coordinate special projects, compile information and complete complex reports and analysis. They work independently or with senior leadership and interface with a wide range of external stakeholders including: leaders in the California Community Colleges Chancellor's Office; senior representatives of state, local or federal government, higher education institutions and systems, private sector companies, nonprofits and philanthropic organizations. Sensitivity to confidential matters, a high level of professionalism, creative problem-solving and leadership skills, strong judgment, tact and diplomacy are critical. The Special Assistant to the President and CEO consistently and effectively: (1) assists the President to meet internal and external commitments and to accomplish organizational and individualized goals, (2) represents interests as needed in an efficient, effective and collaborative manner, (3) acts as a trusted confidant, keeping the best interests of the organization at the decisional forefront at all times, and (4) represents the Office of the President and CEO via phone, email, and in-person with key internal and external parties.
This position works closely with the Executive Team on the coordination of special meetings, office events, and activities related to the day-to-day operations of the Office of the President and CEO.
Essential Job Duties and Responsibilities
The duties below are representative of the role and are not intended to cover all of the duties performed within the scope of work.
Contributes to the effective performance of the office of the President and CEO by providing administrative and executive level support.
Maintains calendars, manages appropriate programs, and schedules, coordinates, plans and implements high-level meetings, events, team retreats, seminars, conferences, and appearances including managing or assisting with virtual or in-person travel arrangements and briefing materials.
Serve as a principal writer and project manager for assembling the President and CEO's speeches, talking points, Op-Eds, articles, and case studies, and briefing materials on a wide range of programmatic, policy, and operational topics.
Coordinates and advances, in person (as requested) the President and CEO's attendance at events, seminars and appearances including managing travel arrangements, ensuring required travel itinerary and substantive information necessary to attend events in a timely and organized manner; may also coordinate travel itinerary for other staff, as needed.
Serves as the backup in the coordination and administration of activities related to the Board of Trustees and related committees meetings and supplements in-person/on-site and remote support in coordination with the Board Liaison.
Working collaboratively with the Senior Executive Assistants, Executive Assistants and the College's Executive Team, serves as a point of contact for the Office of the President and CEO regarding meetings, travel arrangements, expense reporting and reimbursements, and other activities; meeting planning responsibilities include ordering food, ensuring coordination of presentation content, catering, video conference and remote dial in, room/technology setup, etc.
Supports the President and CEO in the systematic cultivation of long term, collaborative, strategic relationships with key organizations and individuals, including leaders in the California Community Colleges Chancellor's Office; senior representatives of state, local or federal government, higher education institutions and systems, private sector companies, nonprofits and philanthropic organizations.
Composes, prepares, and proofs a variety of documents for accuracy, completeness and compliance with District standards, policies and procedures, including confidential correspondence and other material for signature; prepares and maintains records for the office of the President and CEO.
Researches and gathers background materials and documents needed to brief the President and CEO.
Assists in office management and takes on project management for special projects.
Illustrates flexible, team-oriented, collaborative work style, with excellent interpersonal skills, and the ability to work well with all levels of internal and external constituents
May supervise/manage/direct the training, development, and evaluation of temporary employees and/ or other administrative support staff.
Coordinates and attends regular meetings as directed, serves as point of contact and takes official notes and minutes.
Perform other related duties as assigned that support the objective of the position.
Knowledge, Skills, and Abilities
Exemplary experience in research, writing, and editing skills
Strong interpersonal skills including an ability to manage effective relationships with individuals of all levels and diverse backgrounds
Strong analytical skills, attention to detail and ability to research complex issues and synthesize information into communications and messages quickly and effectively
High proficiency with Microsoft Office Suite , Google Suite, and other technology tools
Exceptional project management skills, maintains high level of accuracy and attention to detail, strong initiative, confidentiality, and project follow-through.
Ability to prioritize tasks and efficiently manage time to meet scheduled deadlines while keeping appropriate personnel apprised of status on a regular basis
Ability to promote and maintain a collegial, collaborative team environment while consistently and effectively representing the views of President and Executive Team at all times
Ability to exercise good judgment and effectiveness in working with a diverse staff and team
Excellent documentation, organizational and problem solving skills; strong project management skills
Strong initiative and follow-through skills
Ability to work independently with minimal supervision
Ability to work effectively when parameters are not well defined
Ability to maintain confidentiality of sensitive information
Maintains high attention to detail and high level of accuracy
Demonstrate understanding of, sensitivity to, and respect for the diverse academic, socio-economic, ethnic, religious, and cultural backgrounds, disability, and sexual orientation of community college students, staff and faculty.
Experience working in a distributed and/or remote environment.
Minimum Qualifications
Any combination of training and experience equivalent to a B.A. degree in office management, business administration, or similar field.
Executive Secretarial experience
AND
Minimum five years of experience supporting senior-level executives, preferably in a fast-paced administrative or executive office of a public agency or in an educational environment.
Working Conditions and Travel
Calbright College is a statewide online college where all instruction and support are done via various online technologies both in person and remotely. Calbright College has administrative offices in Sacramento available for use. When working remotely, employees should be able and willing to use digital communication tools as used by the college, and have the ability to work on a computer for extended periods of time.
Regular attendance is considered an essential job function; the inability to meet attendance requirements (both in person and remotely, as stated above, and as needed) may preclude the employee from retaining employment.
The person holding this position is considered a mandated reporter under the California Child Abuse and Neglect Reporting Act and is required to comply with the requirements set forth in Calbright College policies, procedures, and Title IX.
Calbright College celebrates all forms of diversity and is deeply committed to fostering an inclusive environment within which students, staff, administrators, and faculty thrive. Individuals interested in advancing Calbright College's strategic diversity goals are strongly encouraged to apply. Reasonable accommodations will be provided for qualified applicants with disabilities who self-disclose.
Requires the ability to function in a remote online instructional environment performing work of primarily a sedentary nature. Requires the ability to use hearing and speech to make presentations to groups and carry on conversations over the phone and in-person. Requires speaking skills to communicate with staff and students in one-on-one and small group settings, on the phone, and to distinguish sound prompts from various types of equipment. Requires near visual acuity to read printed materials and computer screens. Requires sufficient hand/arm/finger dexterity to retrieve work materials, operate a personal computer keyboard, and operate standard office equipment. Requires the ability to lift and/or move up to 25 pounds.
Work is performed indoors where minimal safety considerations exist.
This position requires frequent travels with the President and Chief Executive Officer
Equal Employment Opportunity
Calbright College provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, sex, sexual orientation, gender identity, gender expression, national origin, age, veteran status, disability or genetics. In addition to federal law requirements, Calbright College complies with applicable state and local laws governing nondiscrimination in employment.
Who We Are
Calbright College is one of California's newest community colleges - the first statewide, online campus designed to bridge the gap between employers with unfilled positions and students who don't have either the time or money to attend a traditional school. Our mission is to increase economic mobility and close equity gaps for working adults who lack easy access to traditional forms of higher education by offering online, flexible, affordable skills-based programs that provide tangible economic value for both working adults and hiring managers.
