Senior Executive Support Specialist

Wiraa; United States; On-site; USD 65,000 - 80,000; Full time

Benefits offered by this job

Competitive salary

Professional development

Diversity and inclusion

Equity-focused environment

Job summary

Los Medanos College is seeking a Senior Administrative Assistant to support a Vice President or senior executives. The role involves managing complex administrative tasks, coordinating workflows, and serving as a liaison with students, staff, and campus officials.

The successful candidate will handle confidential matters, prepare detailed reports, maintain records, and guide staff on policies and procedures while ensuring efficient office operations and informed decision-making.

Qualifications

• Associate degree from an accredited college or equivalent.
• Four (4) years of experience performing broad and increasingly responsible clerical and administrative duties.
• Proficiency with modern office procedures, practices, and technology, including Microsoft Office Suite.
• Strong command of English usage, grammar, spelling, punctuation, and vocabulary.
• Ability to keyboard with accuracy and perform complex clerical work efficiently.
• Demonstrated ability to meet multiple deadlines without immediate supervision.
• Ability to interpret and communicate institutional policies and procedures using sound judgement.
• Excellent oral and written communication skills.
• Skill in establishing and maintaining cooperative work relationships with diverse individuals.
• Demonstrated sensitivity and respect for diversity in academic, socio-economic, cultural, and other backgrounds.

Responsibilities

• Provide comprehensive administrative support to a Vice President or senior executive, managing technical and administrative duties.
• Act as liaison between the executive and students, staff, public, and campus officials.
• Exercise discretion and sound judgement in handling sensitive and complex matters.
• Assist with meeting reporting requirements and functional responsibilities of the executive office.
• Coordinate complex workflows and office operations within the assigned department or programme.
• Maintain and update department web pages and online resources.
• Support development and implementation of departmental goals, objectives, and work plans.
• Provide guidance to staff, students and public regarding departmental processes and policies.
• Plan, schedule and supervise department activities, resolving complex questions related to policies and procedures.
• Participate in budget preparation and administration, including cost estimates and fiscal record verification.
• Maintain a variety of files and records such as payroll, budgets, staff leave, and schedules.
• Classify, reconcile, interpret, consolidate and summarise documents and information for departmental use.
• Maintain databases and records for students and employees, including transcripts and advisory reports.
• Research and prepare complex reports and statistical analyses from multiple data sources.
• Prepare and proofread various documents including course proposals, confidential memoranda, and reports.
• Operate office equipment such as photocopiers, calculators and computers.
• Notify students and post information regarding cancelled classes as needed.
• Manage service requisitions, prioritising and dispatching requests appropriately.
• Serve as Secretary to committees by preparing agendas, scheduling meetings and recording minutes.
• Perform related duties as assigned to support executive office functions.

Skills

Administrative support

MS Office

Oral & written communication

Time management

Discretion

Education

Associate degree

Tools

Microsoft Office Suite

Job description

Los Medanos College is seeking a Senior Administrative Assistant to support a Vice President or senior executives. The role involves managing complex administrative tasks, coordinating workflows, and serving as a liaison with students, staff, and campus officials.

The successful candidate will handle confidential matters, prepare detailed reports, maintain records, and guide staff on policies and procedures while ensuring efficient office operations and informed decision-making.