Executive Assistant

Job Description

Job Description / Essential Elements

Executive Assistant

Salary: $7,005.00 - $9,908.00 Monthly
Location: Saddleback College - Mission Viejo, CA
Job Type: SC - Staff (Full-Time)
Job Number: 202401180
Office, Division, or School: SC - Office of Student Services
Opening Date: 11/10/2026
Closing Date: 11/30/2026 11:59 PM Pacific

Supplemental Information
Range 133 of the CSEA Salary Schedule
Work schedule: Monday - Friday (8:00 AM - 5:00 PM)- Schedule and shift are subject to change in accordance with the department's needs.

Hour per Week: 40
Months per Year: 12

Required Documents: Resume and Cover Letter
Applications missing the required documents will not be considered.

Culture of Care:
At the South Orange County Community College District (SOCCCD), we foster a Culture of Care grounded in connection, collaboration, inclusion, and service. We seek employees who contribute to a welcoming, student-centered environment and who understand the important role every position plays in advancing student success and strengthening our District community. Our employees build meaningful relationships, demonstrate empathy and professionalism, and promote a culture of belonging, engagement, and mutual respect.

Join SOCCCD and be part of a community dedicated to connection, purpose, and impact. We are seeking collaborative professionals committed to supporting students, creating meaningful experiences, and contributing to an inclusive and supportive workplace. Every employee helps shape a Caring District—one where students, colleagues, and the broader community feel valued, respected, and empowered. If you are passionate about service and making a positive difference, we invite you to bring your talents to our team.

Application Instructions:
• Complete all sections and fields on the application and attach all required documents – incomplete applications may not be considered.
• Include all relevant education, training, and/or experience on the application.
• Do not include any personally identifiable, confidential, or otherwise unrequested information that does not pertain to job related factors (e.g., social security number, date of birth, pictures, etc.) on your application or attached documents.
• For job postings with a close date, all applications received by 11:59 PM (Pacific Time) on the job posting close date, will receive consideration.
• For job postings with an initial screening date, all applications received by 11:59 PM (Pacific Time) on the job posting initial screening date, will receive priority consideration; however, typically the job posting will remain open, and continue to accept applications, until the position is filled.

Description
Class specifications are intended to present a descriptive list of the range of duties performed by employees in the class. Specifications are not intended to reflect all duties performed within the job.

SUMMARY DESCRIPTION
Under general direction from a college Vice President, performs a variety of highly responsible, complex, and sensitive executive, administrative, analytical, and operational support functions in support of an assigned college Vice President’s Office; serves as a trusted strategic partner in coordinating workflows, analyzing information, and supporting institutional priorities; and provides information and assistance to administration, academic and classified staff, students, and the public.

DISTINGUISHING CHARACTERISTICS
An incumbent in this classification independently performs a full range of highly responsible and complex executive support duties and confidential assistance requiring advanced judgment, discretion, and critical thinking, as well as administrative duties, for assigned functions of a college Vice President’s Office. Incumbents proactively manage competing priorities, anticipate needs, and recommend process improvements, receiving instruction or assistance only as new or unusual situations arise, and must be fully aware of the operating procedures and policies of the work unit and entire college.

REPRESENTATIVE DUTIES
The following duties are typical for this classification. Incumbents may not perform all of the listed duties and/or may be required to perform additional or different duties from those set forth below to address business needs and changing business practices.

• Participate and assist in the administration of a college Vice President’s Office; assist the assigned Vice President in meeting reporting requirements, functional responsibilities, and research objectives; provide complex and responsible executive and confidential support including coordination of sensitive personnel matters, employee relations, student conduct, equity, compliance, and risk-related matters; relieve the assigned Vice President of a wide variety of clerical, technical, and administrative detail; support in organizing functions and activities promoted by the District or college; may assist the Vice President in ensuring the confidentiality, due process, and regulatory compliance across all assigned functions.
• Plan, organize, and optimize executive office operations; coordinate, oversee, and evaluate the flow of work for accuracy, timeliness, and alignment with institutional priorities; analyze workflows and recommend improvements using data, technology, and best practices; maintain and monitor critical timelines, deliverables, and commitments.
• Utilize modern office productivity and collaboration platforms to manage calendars, schedules, communications, and documentation; coordinate and arrange in-person, hybrid, and virtual meetings; coordinate activities with colleges, including other divisions and departments; support travel planning and reimbursement; utilize video conferencing, shared workspaces, and cloud-based tools to support collaboration.
• Participate in the selection, onboarding, and training of classified and academic employees when assigned; assign, schedule, train, and provide work direction to lower-level staff and student workers as assigned; monitor workloads and provide coaching and feedback; prioritize work assignments; review and validate completed work for accuracy; determine the necessity for, and assign, substitute classified and/or academic personnel as needed.
• Collect, research, compile, analyze, verify, summarize, record, and evaluate information; prepare and distribute narrative, statistical, and financial reports; identify and communicate trends, risks, and opportunities in order to inform and/or support leadership decision-making.
• Coordinate and oversee specialized functions or projects independently; apply critical thinking to assess issues, evaluate alternatives, and develop actionable recommendations; ensure projects are completed on time and in compliance with applicable policies and regulations.
• Screen communications and inquiries; respond to sensitive, complex, and confidential matters and requests for information from administrative, management, academic, and/or classified staff and the public; communicate information in person or by telephone where judgment, knowledge, and interpretation of policies and procedures are necessary; exercise diplomacy, judgment, and professionalism in high-stakes interactions.
• Serve as liaison between the Vice President and senior leadership, management staff, academic and classified staff, students, representatives of educational and community agencies, and the public by relaying messages, answering questions, clarifying information, responding to requests, resolving problems, explaining District policies and procedures, or referring callers to the administrator or others, as necessary.
• Ensure Board agenda items and supporting documentation are accurate, complete, and submitted within District timelines and legal requirements and guidelines; ensure the administrator receives timely notification of Board requests for information or action; ensure that the Board receives information and notification of action taken as requested; track action items and follow-up requests to completion.
• Participate in preparation and administration of program budget(s); assist in preparing cost estimates for budget recommendations; assist in submitting justifications for budget items; allocate funds to proper budget codes; monitor and track expenditures in a timely manner; provide regular budget reports to administrator for control of expenditures; assist in resolving budget issues and problems; process budget/expense transfers; recommend budget revisions.
• Recommend expenditures for office equipment, materials, and supplies and ensure their timely ordering, receipt, and storage; ensure proper functioning of office equipment; prepare purchase requisitions, check requests, independent contracts, and claims for reimbursement of special funds related to assignment; post, monitor, and track invoices and other expenditures; process and prepare timesheets/time entry for approval(s).
• Provide staff support to standing and ad hoc committees and other groups as assigned; attend meetings and record proceedings; prepare and distribute agendas, minutes, and background materials as appropriate.
• Compose correspondence independently; prepare executive-level communication such as preliminary responses to letters, general correspondence, and personal inquiries of a sensit