The Position
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 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. This role includes project management, writing and editing, research, and high level administrative and relationship support functions. The Special Assistant coordinates special projects, compiles information, and completes 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, professionalism, creative problem-solving, leadership skills, strong judgment, tact, and diplomacy are critical.
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
- 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.
- Serve as a principal writer and project manager for assembling the President and CEO’s speeches, talking points, Op-Eds, articles, and case studies.
- Coordinates and advances the President and CEO’s attendance at events, including managing travel arrangements.
- Serves as the backup in the coordination and administration of activities related to the Board of Trustees and related committees meetings.
- Working collaboratively with the Senior Executive Assistants, serves as a point of contact for the Office regarding meetings, travel arrangements, expense reporting, and reimbursements.
- Supports the President and CEO in cultivating long-term, collaborative relationships with key organizations and individuals.
- Composes, prepares, and proofs documents for accuracy, completeness, and compliance with District standards.
- Researches and gathers materials needed to brief the President and CEO.
- Assists in office management and project management for special projects.
- Illustrates flexible, team-oriented, collaborative work style, with excellent interpersonal skills.
- May supervise/manage the training and evaluation of temporary employees and/or other administrative support staff.
- Coordinates and attends regular meetings, serves as point of contact, and takes official notes and minutes.
- Performs 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 and the ability to manage effective relationships with individuals of all levels and diverse backgrounds.
- Strong analytical skills, attention to detail, and ability to synthesize information quickly and effectively.
- High proficiency with Microsoft Office Suite, Google Suite, and other technology tools.
- Exceptional project management skills with high accuracy and attention to detail.
- Ability to prioritize tasks and manage time effectively to meet deadlines.
- Ability to promote and maintain a collegial, collaborative team environment.
- Ability to exercise good judgment in working with a diverse staff and team.
- Excellent documentation, organizational, and problem-solving skills.
- Ability to work independently with minimal supervision.
- Ability to maintain confidentiality of sensitive information.
- Maintains high attention to detail and accuracy.
- Demonstrates understanding and respect for diverse backgrounds.
- 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.
- Minimum five years of experience supporting senior-level executives, preferably in a fast-paced administrative or executive office.
Working Conditions and Travel
- Calbright College is a statewide online college where all instruction and support are done via online technologies. Administrative offices in Sacramento are available for use. Employees should be able to use digital communication tools and work on a computer for extended periods.
- Regular attendance is considered an essential job function.
- This position requires compliance with the California Child Abuse and Neglect Reporting Act.
- Calbright College celebrates diversity and is committed to fostering an inclusive environment.
- Requires the ability to function in a remote online instructional environment.
- This position requires frequent travel with the President and CEO.
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.
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 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.
