Executive Assistant

Pacific College; Costa Mesa (CA); On-site; USD 90,000 - 130,000; Full time

Job summary

Pacific College is seeking an Executive Assistant to the President who will serve as the primary gatekeeper and strategic partner, managing complex schedules, coordinating travel, and ensuring the smooth operation of the President's office.

The role demands exceptional discretion, outstanding organizational and communication skills, proactive problem solving, and the ability to anticipate needs at the highest level to support institutional leadership, governance, and cross‑functional

Qualifications

• Bachelor's degree or equivalent experience.
• Minimum of 4-7 years of progressive experience providing comprehensive executive support to C-suite executives, preferably at the President or CEO level.
• Proven ability to manage complex, high-level calendars and extensive travel arrangements.
• Exceptional written and verbal communication skills, with a strong command of grammar, punctuation, and business etiquette.
• Proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint) and virtual meeting platforms (Zoom, Teams, etc.).
• Demonstrated ability to handle highly confidential and sensitive information with absolute discretion and integrity.
• Excellent organizational skills, meticulous attention to detail, and the ability to multitask and prioritize effectively in a fast-paced environment.
• Proactive and resourceful problem-solver with a strong sense of initiative.
• Professional demeanor, adaptability, and a positive attitude.

Responsibilities

• Proactively manage and meticulously organize the President's calendar, anticipating conflicts, prioritizing appointments, and ensuring timely preparation for all engagements.
• Prepare agendas, gather supporting materials, and record minutes for key meetings, ensuring follow-up on action items.
• Screen and prioritize incoming communications (emails, calls, mail), drafting responses as appropriate and escalating urgent matters.
• Coordinate complex travel arrangements, including flights, accommodation, visas, and detailed itineraries.
• Serve as a primary contact for internal and external stakeholders, including board members, senior leadership, faculty, staff
• Maintain professional and courteous communication, demonstrating tact and diplomacy in all interactions.
• Assist in the preparation of high-level correspondence, presentations, and reports.
• Manage and maintain confidential information with the utmost discretion.
• Coordinate the annual Board and committee meeting calendar, including agendas, meeting materials, presentations, executive sessions, and follow-up activities.
• Manage the timely collection, organization, quality review, and secure distribution of Board materials.
• Attend designated Board and committee meetings; prepare accurate minutes, resolutions, action-item summaries, and other official governance records.
• Maintain Board records, governance calendars, committee rosters, terms of service, policies, resolutions, and other institutional documents in accordance with applicable retention and confidentiality requirements.
• Track Board decisions and commitments and independently coordinate follow up with responsible leaders.
• Support Board onboarding, orientation, meeting logistics, travel, and special events.
• Exercise discretion when handling confidential Board discussions, executive session materials, personnel matters, legal communications, and other sensitive information.
• Assist in the management of special projects and initiatives as directed by the President.
• Oversee the flow of information and documentation within the President's office, ensuring accuracy and accessibility.
• Manage office operations, including budget tracking, expense reporting, and procurement of supplies.
• Develop and implement efficient administrative processes and systems.
• Anticipate the needs of the President and proactively offer solutions and support.
• Act as a trusted advisor and sounding board for the President on administrative matters.
• Build and maintain strong working relationships with other executive assistants and key staff across the organization.

Skills

Executive support

Calendar management

Travel coordination

Communication

Discretion

Organizational skills

Problem solving

Professionalism

Education

Bachelor's degree or equivalent

Tools

MS Office

Zoom

Teams

Job description

Pacific College is dedicated to putting students first, providing an exceptional education in
a chosen degree program and teaching relevant, required skills for today and the future.
Our culture is positive, supportive, and collaborative. As a team, we continually embrace
our core values:
Professionalism - As an individual or institution, we demonstrate professionalism in everything we do.
Altruism – As an individual or institution, we practice the principle of unselfish concern for the wellness of others.
Community – As an individual or institution, we share responsibility for the welfare of our community.
Identity – As an individual or institution, we strive to establish a sense of true being that will determine our future.
Fulfillment - As an individual or institution, we create an environment where academic and professional goals can be achieved.
Inclusion – As an individual or institution, we embrace differences to promote full participation and a sense of belonging.
Collaboration - As an individual or institution, we work as a team to realize shared goals.

Job Summary

The Executive Assistant to the President (EA) serves as the primary gatekeeper and strategic partner to the President, managing complex schedules, facilitating communication, and ensuring the efficient operation of the President's office. This role requires exceptional organizational skills, discretion, proactive problem-solving, and the ability to anticipate needs at the highest level of the organization. The EA will handle a wide range of administrative and executive support tasks, enabling the President to focus on strategic priorities and institutional leadership.

Key Responsibilities

Executive Support & Calendar Management

• Proactively manage and meticulously organize the President's calendar, anticipating conflicts, prioritizing appointments, and ensuring timely preparation for all engagements.
• Prepare agendas, gather supporting materials, and record minutes for key meetings, ensuring follow-up on action items.
• Screen and prioritize incoming communications (emails, calls, mail), drafting responses as appropriate and escalating urgent matters.
• Coordinate complex travel arrangements, including flights, accommodation, visas, and detailed itineraries.

Communication & Stakeholder Relations

• Serve as a primary point of contact for internal and external stakeholders, including board members, senior leadership, faculty, staff
• Maintain professional and courteous communication, demonstrating tact and diplomacy in all interactions.
• Assist in the preparation of high-level correspondence, presentations, and reports.
• Manage and maintain confidential information with the utmost discretion.

Board and Governance Support

• Serve as the primary administrative liaison between the President, Board Chair, Board members, and designated institutional leaders.
• Coordinate the annual Board and committee meeting calendar, including agendas, meeting materials, presentations, executive sessions, and follow-up activities.
• Manage the timely collection, organization, quality review, and secure distribution of Board materials.
• Attend designated Board and committee meetings; prepare accurate minutes, resolutions, action-item summaries, and other official governance records.
• Maintain Board records, governance calendars, committee rosters, terms of service, policies, resolutions, and other institutional documents in accordance with applicable retention and confidentiality requirements.
• Track Board decisions and commitments and independently coordinate follow up with responsible leaders.
• Support Board onboarding, orientation, meeting logistics, travel, and special events.
• Exercise discretion when handling confidential Board discussions, executive session materials, personnel matters, legal communications, and other sensitive information.

Project Management & Operational Efficiency

• Assist in the management of special projects and initiatives as directed by the President.
• Oversee the flow of information and documentation within the President's office, ensuring accuracy and accessibility.
• Manage office operations, including budget tracking, expense reporting, and procurement of supplies.
• Develop and implement efficient administrative processes and systems.

Strategic Partnership

• Anticipate the needs of the President and proactively offer solutions and support.
• Act as a trusted advisor and sounding board for the President on administrative matters.
• Build and maintain strong working relationships with other executive assistants and key staff across the organization.

Qualifications

Required

• Bachelor's degree or equivalent experience.
• Minimum of 4-7 years of progressive experience providing comprehensive executive support to C-suite executives, preferably at the President or CEO level.
• Proven ability to manage complex, high-level calendars and extensive travel arrangements.
• Exceptional written and verbal communication skills, with a strong command of grammar, punctuation, and business etiquette.
• Proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint) and virtual meeting platforms (Zoom, Teams, etc.).
• Demonstrated ability to handle highly confidential and sensitive information with absolute discretion and integrity.
• Excellent organizational skills, meticulous attention to detail, and the ability to multitask and prioritize effectively in a fast-paced environment.
• Proactive and resourceful problem-solver with a strong sense of initiative.
• Professional demeanor, adaptability, and a positive attitude.

Preferred

• Experience working within a higher education institution.
• Familiarity with university governance, academic structures, accreditation, and stakeholder groups.
• Experience with event planning and coordination.

Attributes

• Unwavering discretion and trustworthiness.
• Exceptional judgment and decision-making capabilities.
• High degree of professionalism and poise.
• Strong interpersonal skills and ability to build rapport.
• Resilience and ability to thrive under pressure.
• Commitment to excellence and continuous improvement.