Executive Assistant (to Vice President)

Palomar Community College; United States; On-site; USD 78,000 - 95,000; Full time

Benefits offered by this job

Insurance fully paid for employees and

25 paid holidays

Dental and vision plans

Job summary

Palomar College is seeking an Executive Assistant (to the Vice President) at the San Marcos Campus to provide complex secretarial and administrative support. The role includes coordinating daily operations, maintaining calendars, taking minutes, and serving as a liaison with faculty, staff, and the public.

The ideal candidate has four years of secretarial experience and an associate degree in business administration or related field, with strong Microsoft Office skills and the ability to handle

Qualifications

• Four years of increasingly responsible secretarial experience.
• Associate’s degree in business administration or related field.
• Transcripts required to verify education/experience.

Responsibilities

• Organizes, coordinates, and oversees day-to-day office operations.
• Maintains administrator calendar and prepares meeting minutes.
• Screens calls, greets visitors, and manages filing systems.
• Coordinates travel arrangements and prepares agendas.
• Transcribes dictation and prepares correspondence with confidentiality.

Skills

Secretarial experience

Office management

Calendar management

Minutes taking

Communication skills

Education

Associate's degree in business administration

Tools

Microsoft Office

Data entry

Dictation equipment

Job description

Position Information

• Position Title: Executive Assistant (to Vice President)
• Department: Human Resource Services (Dept)
• Primary Location: San Marcos Campus
• Location Details: Palomar has multiple campus locations (San Marcos, Escondido, Rancho Bernardo and Fallbrook); training may occur at any of these locations and the work location is subject to change depending on future department needs.
• Full or Part Time: Full-Time
• Category: CAST
• Hours per week: 40
• Number of Months: 12 month
• Work Schedule: The work schedule for this position will be Monday through Friday, 8 hours per day, with specific work hours to be determined by the Vice President of Human Resource Services. Occasional night and weekend hours may be required due to department needs.
• Grade: 48
• Salary/Wage: $7,019.03 [step 1] — $8,550.90 [step 5]. Step placement may be negotiable within this range dependent upon education and experience. If you are a current employee who applies via the external recruitment process and is selected for a promotion, step placement on the new grade will be in accordance with the applicable District agreement/handbook.
• Salary/Wage Frequency: Monthly
• Benefits: In addition to a competitive compensation structure, Palomar College also offers an extremely generous benefits package. Insurance fully paid for employees and their eligible dependents: four medical plans, dental HMO, and the vision plan (additional plans are available that require employee buy up/monthly contribution). Vacation, sick leave and 25 paid holidays. $80,000 employee term life/accident insurance policy (additional buy up options available). Employee long-term care insurance. Employee Assistance Plan (EAP) — Confidential free counseling, financial, legal, personal and professional development resources for all members of your household. Additional buy up options available for other voluntary insurance benefits. Enrollment in CalPERS (California Public Employees Retirement System). The estimated maximum value of this employer-paid benefits package is approximately $31,245.84 annually.
• Primary Function: Responsible for providing complex secretarial and administrative support to an Assistant Superintendent/Vice President to include: coordinating daily operations of the office; performing highly specialized and confidential administrative work; maintaining calendars; responding to and resolving complaints; and taking and preparing meeting minutes.

Minimum Qualifications

• Experience: Four years of increasingly responsible secretarial experience, including experience in an administrative office operating automated equipment and systems.
• Note: For work experience, a “year” is defined as equivalent to 40 hours per week for 12 months.
• Education: Equivalent to an Associate’s degree from an accredited institution in business administration or a related field. Transcripts must be included to receive credit for education and/or to substitute education in lieu of experience (i.e. Bachelor’s degree = 4 years of experience). Only coursework completed at, and degrees awarded by, accredited institutions recognized by the U.S. Department of Education will be considered as satisfying the minimum qualifications. Coursework and degrees that are completed outside of the United States are required to have transcripts evaluated (evaluation to U.S. equivalency and a course by course analysis) by an appropriate U.S. credentials evaluation service. For a list of credentials evaluation agencies accepted by Palomar College, visit the National Association of Credentials Evaluation Services (NACES) website at https://naces.org/, or the Association of International Credential Evaluators, Inc. (AICE) website at http://aice-eval.org/.
• Click here for Guidelines for Equivalency for Classified Positions.

AND

Preferred Qualifications

N/A

Licenses and/or Certificates

N/A

Supervision Received and Exercised

• Supervision Received From: An Assigned Assistant Superintendent/Vice President
• Supervision Given: N/A

Duties and Responsibilities

1. Organizes, coordinates, and oversees the day-to-day activities of the assigned office to ensure efficient and effective office operations; organizes and coordinates office activities and communications; performs complex duties to assist the administrator with details.
2. Performs complex and responsible administrative assistance duties requiring specialized and extensive knowledge of the assigned area; performs duties with substantial initiative and judgment to attend to issues in the absence of the assigned Assistant Superintendent/Vice President as authorized.
3. Greets visitors and answers telephones; organizes and establishes filing and record-keeping systems; sorts and prioritizes mail and correspondence for administrator’s personal reply or signature.
4. Serves as a liaison between administrators, faculty, staff, students, the community, and/or other relevant parties; provides information regarding District programs, policies, procedures, and regulations; responds to difficult, sensitive, and/or confidential inquiries or requests for information.
5. Coordinates the resolution of problematic issues and/or areas within assigned area of responsibility, including facilities, maintenance, equipment, and/or other related items.
6. Trains and directs student and short-term workers as assigned; organizes, coordinates, and oversees office workflow; assures completion of clerical assignments in accordance with established timelines and approved procedures.
7. Coordinates communication and activities with other District departments and personnel, students, educational institutions, vendors, outside organizations and the public.
8. Coordinates and processes various special projects and programs for the Assistant Superintendent/Vice President and the division; communicates policies and procedures with faculty, administration and staff; evaluates documents for completeness and accuracy.
9. Screens and directs calls and visitors to appropriate personnel; schedules and confirms appointments and interviews and maintains administrator’s calendar; coordinates travel arrangements and accommodations.
10. Composes, types, disseminates, and prepares Governing Board actions for assigned area in accordance with established formats; compiles and organizes appropriate background materials.
11. Provides information and answers questions from students, District personnel, and the general public regarding District programs, policies, procedures, and regulations; relays information, messages, and directives from the administrator.
12. Enters data, maintains records, and generates reports for assigned area of responsibility.
13. Types a variety of correspondence, reports, forms, contracts, lists, requisitions, memoranda, letters and other documents from rough draft, verbal instruction, or general notes; formats, proofreads, and prepares a variety of written materials; maintains confidentiality of sensitive materials.
14. Receives and transcribes dictation of letters and memoranda, including material of a confidential nature; prepares correspondence and memoranda independently or from oral instructions; determines appropriate format and presentation.
15. Maintains a variety of complex hard copy and/or electronic files and records often involving confidential materials; maintains confidentiality, including, but not limited to, information regarding Governing Board, District, personnel, student, collective bargaining, and controversial matters.
16. Compiles information and data and assists in the preparation of statistical and narrative reports; conducts research as required; inspects documents, forms, records and other materials for accuracy and completeness; processes forms and documents according to established procedures.
17. Prepares agenda items for division meetings; attends, participates and takes and transcribes minutes and distributes to appropriate personnel.
18. Assists in the preparation, tracking, and monitoring of assigned budgets; assists division personnel in the development and allocation of budgets and expenditure of funds; inspects and resolves discrepancies in account balances.
19. Plans, coordinates, and organizes specialized programs, events, and/or other related items as assigned.

Marginal Functions

1. Participates in/on a variety of committees, task forces, boards, meetings, and/or other related groups in order to receive and/or convey information.
2. Participates in shared governance through service on planning and/or operations committees and task forces.
3. Performs related duties and responsibilities as required.

Knowledge, Skills, Abilities

• Knowledge of:
  • Advanced knowledge of Microsoft Office suite software.
  • Organization, policies, and procedures of an assigned educational administration area.
  • Modern office practices, procedures and equipment.
  • Correct English usage, grammar, spelling, punctuation and vocabulary.
  • District organization, operations, policies and objectives.
  • Office management principles and practices.
  • Principles of business letter writing and basic report preparation.
  • Principles and practices of financial record-keeping and reporting.
  • Applicable federal, state, and local codes, laws, and regulations, including applicable sections of the California Education Code and the Privacy Act.
  • Administrative analysis and report writing techniques.
  • Basic budgeting principles.
  • Customer service principles, including the use of tact, patience, and courtesy.
  • Basic event planning principles and practices.
  • Telephone techniques and etiquette.
  • Public relations principles.
  • Record-keeping principles and practices.
• Skill in:
  • Performing complex and responsible secretarial and administrative support duties.
  • Interpreting, applying, and explaining rules, regulations, policies and procedures.
  • Using a computer and related software applications.
  • Establishing and revising priorities and policies of clerical work and office activities.
  • Organizing, coordinating, and overseeing office activities.
  • Maintaining confidentiality and exercising discretion.
  • Working independently with little direction; making decisions in procedural matters without immediate supervision.
  • Establishing and maintaining cooperative and effective working relationships with others.
  • Meeting schedules and timelines.
  • Conducting complex research and compiling and presenting results from multiple sources.
  • Coordinating the implementation of policies and procedural changes.
  • Performing mathematical calculations.
  • Analyzing problems, identifying alternative solutions, projecting consequences of proposed actions, and implementing recommendations in support of goals.
  • Communicating effectively, both orally and in writing.
  • Handling multiple priorities simultaneously.
  • Operating a variety of office equipment such as typewriter, word processor, computer terminal, calculator, copier and dictation equipment.
  • Making arrangements for meetings, travel and conferences.
  • Preparing and maintaining a variety of reports, records, and related items, including statistical and financial data.

Working Conditions

• Environmental Conditions: Office conditions; subject to constant interruptions and irate students and parents.
• Physical Conditions: Essential functions may require maintaining physical condition necessary for sitting for prolonged periods of time; extensive use of computer keyboard; extensive verbal and electronic communication with systems users; and moderate or light lifting.

Terms of Employment

This is a full-time, 40 hours per week, 12 months per year Confidential and Supervisory Team position. The person selected for hire will be required to complete the following pre-employment requirements: live scan/fingerprinting, official transcript(s), and TB risk assessment. Other pre-employment requirements may be required depending on the position (i.e. certifications or licenses; see applicable job posting section for details). Successful completion of all pre-employment requirements is mandatory to be eligible for employment. These requirements are in accordance with the following Administrative Procedures and Board Policies: AP 7120, AP 7125, AP 7126, AP 7127, AP 7330, BP 7330, AP 7336, AP 7337, and BP 7335. * This position also carries a probationary period of six months from the date of hire.

Posting Detail Information

• Open Date: 10/12/2026
• Close Date: 11/10/2026
• Open Until Filled: No
• Posting Number: P1091P

Additional Application Information: The hiring committee will determine if interviews will be conducted in person at the College or via Zoom. Travel expenses are not reimbursed by the College. If a second-level interview is required, second-level travel reimbursement is only available for eligible candidates. HR will notify those who are eligible when second-level interviews are scheduled.