Executive Assistant

Description

To Apply: Executive Assistant Open Until Filled More than one applicant may be hired from this posting.

Position Overview

Under direction, provides a variety of complex administrative, technical, clerical and other confidential department support; provides primary staff support as assigned for a member of the Executive Management Team including the Superintendent/President and the Board of Trustees; serves as the liaison for staff and the outside community in all communication with the Executive Management Team and the Board of Trustees, regularly requiring a high level of tact, confidentiality, independent judgment and discretion to analyze and respond to situations and issues; attends Board meetings, special meetings and retreats to record minutes; and performs related duties as assigned.

Distinguishing Characteristics

An Executive Assistant is distinguished from Administrative Assistant III in that an incumbent in the former class provides administrative support to a member of the Executive Management Team in a classification of Vice President or above or is assigned to the Office of the Superintendent/President. This class is designated as Confidential in accordance with the provisions of Government Code Section 3540.1. The term "Confidential" refers to an employee who is required to develop and present management positions with respect to employer-employee relations or whose duties normally require access to confidential information that is used to contribute significantly to the development of management positions as communicated in Government Code Section 3540.1.

Commitment to Diversity

College of Marin is committed to cultivating a proactively supportive, inclusive, and accountable environment where equity, equity-mindedness, anti-racism, and social justice is valued, centered, and practiced. Our mission is to employ qualified administrators, faculty, and staff members who are dedicated to student success and committed to an inclusive, anti-racist campus culture that demonstrates sensitivity to and respect for a diverse population. We serve a county population of approximately 250,000 residents.

Based on Fall 2025 credit enrollment data, the diversity of students at the college includes greater representation than the county with regards to enrollment by Hispanic/Latinx (37% of enrollment), Asian (7%), Black/African American (3%), White (44%), and Multi-racial (7%) students. Our high-quality education and training at the College are made possible by its faculty and staff who are committed to excellence. As of Fall 2024, COM's workforce includes Hispanic/Latinx (17%), Asian (7%), Black/African American (5%), White (57%), and Multi-racial (3%) employees.

College of Marin is an equal opportunity employer and does not discriminate in employment on the basis of, or perception of, race, ethnic group identification, ancestry, color, religion, age, sex, national origin, sexual orientation, physical disability, mental disability, gender, gender identity, gender expression, marital status, medical condition, genetic information, genetic condition, status as a veteran, and is subject to Title IX of the Education Amendments of 1972, Title VII of the Civil Rights Act of 1964 as amended, Civil Rights Act of 1991, Americans With Disabilities Act of 1990, and Section 504 of the Rehabilitation Act of 1973. In accordance with Executive Order 11246 (as amended), COM is an Equal Opportunity Employer.

Selection Process

• Please be sure to review the Required Application Documents section below to ensure that you are attaching everything required. Incomplete applications will not be accepted.
• All application materials must be received by the Priority Screening Date to be considered during the initial screening. Applications received after the priority date may be considered thereafter at the discretion of the College until the position is filled.
• The initial screening will begin after the priority date, and applicants will be notified of their status, either way, thereafter. Applicants selected for interview will be contacted separately to schedule an interview appointment with the screening committee.
• This position primarily performs its duties on the Kentfield Campus with occasional travel to the Indian Valley (Novato) campus, so if not already residing within the Bay Area, the successful candidate must be willing to relocate. Regrettably, College of Marin is not able to offer reimbursement for travel or relocation at this time.

Essential Functions

The duties listed below are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related or a logical assignment to this class.

• Acts as liaison in coordinating calendar and matters between the executive manager's office and other departments, divisions, students and other constituents; represents the District and the division over the phone, in person and online; screens and responds to all requests for appointments, services and information; keeps updated on sensitive, important or special interest issues of the executive manager, the Board of Trustees, the District and community; exercises independent judgment in matters requiring the attention of the executive manager or the Board of Trustees; works independently and anticipates and resolves conflicts as appropriate.
• Provides administrative support to the executive manager; responds to communications from administrators, staff, faculty, Board of Trustees, the community, other educational institutions, governmental agencies and professional organizations; keeps executive manager apprised of requests, responses, follow-ups and results; prepares, reviews, revises, edits, formats and proofreads a variety of materials. Maintains calendar, makes reservations and travel arrangements.
• Plans, coordinates and manages college meetings and events, including booking facilities, travel/accommodations, media services, and catering. Communicates with various groups about college events. Organizes a range of activities to ensure facilities and services are available within established guidelines.
• Coordinates the preparation of agendas, Board and Committee packet materials and presentation materials with appropriate management personnel; compiles, proofs and edits Board and Committee packet materials; posts agendas; assists in ensuring compliance with Brown Act requirements; distributes agenda and Board packets; posts electronic materials to web page; takes and prepares meeting minutes; follows up on approved action items.
• Researches and gathers documents, materials and background information needed to prepare executive manager for meetings, events and collective bargaining; reviews and responds to Public Records Act requests within prescribed timeline; drafts a variety of reports, positioning statements, timelines, speeches and presentations; oversees division administrative processes such as tracking claims, certificates of insurance, curriculum, etc.
• Oversees budgets for the assigned division/office; processes electronic requisitions, purchase orders and budget transfers; researches and assists with the management of grants, donations and other sources of funding; keeps executive manager apprised of budget throughout the year.
• Coordinates divisional/office administrative processes for hiring, tracking leave and time off, and evaluating faculty, staff, student and independent contractor positions; organizes, maintains and updates confidential, specialized and technical files, documents and records including department personnel records; assists with payroll tracking and review as needed.
• Plans, organizes and maintains confidential electronic and manual files and documentation; researches, composes and compiles reports, correspondence, memoranda, historical information, narratives, charts, graphs, spreadsheets and other information using a variety of computer software and internet resources; maintains and updates web pages; uses presentation software for public speaking activities.
• May schedule and coordinate work of clerical and other staff for office support services and special projects as assigned.
• Fosters an environment that embraces equity-minded practices, integrity, trust and respect. Supports, implements and promotes compliance with the District's Diversity and Equal Employment Opportunity Plan in all aspects of employment and education; increases cultural and ethnic diversity in staffing, programs and services.
• Performs related duties as assigned.

Other Duties

• Coordinates the work associated with the Board of Trustees' agendas and specialized sessions; provides overall daily administrative support to the Superintendent/President in his role as Secretary to the Board of Trustees; plans, coordinates and implements logistics for all Board of Trustees meetings, special meetings and retreats.
• Assists with application and related procedures and processes for special events and activities on behalf of the district or for public/private requests for use of college facilities, coordination of use of facilities and processes including billing as appropriate.
• Plans, organizes and maintains official records of the Board of Trustees including historical and official records, agendas, minutes, Board packets, resolutions, election information, Form 700s, voting regulations, Board policies and procedures, legal opinions and required training.
• Provides Board Policy/Administrative Procedure information as requested to the College community, Trustees, elected officials, employee group representatives, students, other educational institutions, businesses and community organizations, government agencies, legal counsel and the public.
• Updates policies and administrative procedures in accordance with legal mandates and changes in law, following governance approval processes; keeps Board Policy and Administrative Procedure website current; informs College community of changes in policy/procedures.
• Coordinates District records management including oversight of records retention, archiving and destruction; coordinates District-wide Public Records Requests and distributes requests to appropriate departments and ensures timely response to requestor.

Requirements & Desirables

Requirements

Education and Experience:

• Any combination of experience and training that would likely provide the required knowledge and abilities is qualifying. A typical way to obtain the knowledge and abilities would be graduation from high school or GED equivalent and five years of increasingly responsible administrative experience, including two years providing management-level support; or an equivalent combination of training and experience.
• Demonstrated sensitivity to and understanding of the diverse academic, socioeconomic, cultural and ethnic backgrounds, disabilities and learning styles of community college students and staff.

Desired Qualifications:

• A valid California driver's license and the ability to maintain insurability under the District's vehicle insurance program or the ability to travel to other District campuses and locations may be required in some assignments.
• Graduation from an associate degree program.
• Experience in a community college or higher education.
• Specific positions may require or desire bilingual skills in a designated second language or other skills related to the specific department or program.

Knowledge, Skills and Abilities

Knowledge of:

• Division/office services, goals, objectives, policies, procedures and practices.
• District organizational structure, services and programs.
• District student, staff and community issues and concerns.
• Advanced principles, practices and techniques used in customer service, public relations and community outreach.
• The role and responsibilities of the Board of Trustees and advisory committees including provisions of the Brown Act and the Public Records Act.
• District student recordkeeping practices and procedures for processing student information and interpreting input and output data.
• District payroll and general accounting systems operations, practices and procedures.
• District policies, procedures and rules regarding budgeting, purchasing and travel/training and expense reporting.
• Applicable sections of the California Education Code and federal, state and local laws, rules and regulations.
• Board Policies and Procedures, Human Resources procedures and collective bargaining agreements.
• Basic research methods and statistical analysis techniques.
• Safety policies and safe work practices applicable to the work being performed.

Skills and Abilities to:

• Prepare and maintain complex and confidential records.
• Understand and be sensitive to and respectful of the diverse academic, socio-economic, ethnic, cultural, disability, religious background and sexual orientation of community college students, faculty and staff.
• Represent the District and executive manager effectively with students, staff, educational and governmental officials, community groups, committees and business and professional organizations in a variety of forums within limits of authority.
• Effectively communicate, listen, understand and be sensitive to issues and concerns.
• Identify, address and assist in resolving problems and conflict among individuals and groups with diverse and varying opinions and concerns.
• Research and collect accurate and relevant data from multiple sources.
• Prepare clear, concise and comprehensive spreadsheets, correspondence, reports and other written materials.
• Understand, interpret, explain and apply applicable rules, regulations, policies and procedures, laws, codes and ordinances.
• Communicate effectively, both orally and in writing.
• Understand and follow written and oral instructions.
• Operate a computer and use standard business software including BoardDocs.
• Establish and maintain cooperative and effective working relationships with others.

Physical and Mental Demands

The physical and mental demands described here are representative of those that must be met by employees to successfully perform the essential functions of this class. Reasonable accommodation may be made to enable qualified individuals with disabilities to perform the essential functions.

Physical Demands:

While performing the duties of this class, employees are regularly required to communicate with others in person, over the phone and electronically; sit for extended periods; move about the office and campus; operate a computer and other office productivity machinery; and perform repetitive movements of hands or wrists. The employee is frequently required to lift up to 10 pounds. Specific vision abilities required by this job include the ability to observe details at close range.

Mental Demands:

While performing the duties of this class, employees are regularly required to use written and oral communication skills; read and interpret data, information and documents; analyze and solve problems; observe and interpret situations; use math and mathematical reasoning; observe and interpret people and situations; learn and apply new information and skills; perform highly detailed work; work on multiple, concurrent tasks with frequent interruptions and under intensive deadlines.

Working Environment

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this class. Reasonable accommodation may be made to enable qualified individuals with disabilities to perform the essential functions.

Employees work under typical office conditions subject to frequent public contact and interruption and to intermittent exposure to individuals acting in a disagreeable fashion.

The employee may be required to travel to locations other than assigned work site, and occasional evening, holiday and/or weekend work may be required.

Conditions of Employment

Prior to employment, the selected candidate will be required to complete the following:

1. In accordance with Federal Law all employees must provide proof of eligibility to work in the United States.
2. Criminal Justice/Fingerprint Clearance.
3. California Education Code, Section 87408.6 requires persons employed by a community college in an academic or classified position to submit to a TB risk assessment developed by CDPH and CTCA and, if risk factors are present, an examination to determine that he or she is free of infectious TB; initially upon hire and every four years thereafter.
4. DISASTER SERVICE WORKERS: All Marin Community College District (MCCD) employees are designated Disaster Service Workers through state and local law (California Government Code Section 3100-3109). Employment with the MCCD requires the affirmation of a loyalty oath to this effect. Employees are required to complete all Disaster Service Worker-related training as assigned, and to return to work as ordered in the event of an emergency. For more information, please see the MCCD Emergency Operations Plan.
5. Candidates applying for positions with the Marin Community College District may be disqualified from consideration should their conviction history not meet the standards established under the California Education Code.

Required Application Documents

1. Cover Letter describing your interest in the position, including how you meet the minimum requirements and are qualified to perform the essential functions as listed in this job posting. In your response, please discuss your experience providing high-level administrative support, managing multiple priorities, maintaining confidentiality, and supporting effective communication with diverse stakeholders. Additionally, describe your commitment to fostering an inclusive and equitable environment in support of student success. Please respond to the following prompt in your own words, without using AI tools-we're interested in your authentic voice and perspective
2. Resume
3. Transcript conferring your Associate's or Bachelor's degree or showing whatever coursework you have completed and are using as the basis for your application as described in the Requirements above, if applicable.

Supplemental & Salary Information

Salary Information

FLSA Status: Exempt
Salary Range: Confidential 9 (C9)
Full Salary Range: $84,132 - $107,028 annually
Starting Salary Range: $84,132 - $90,120 annually. (Step 1 to 3). Normal entering step is Step 1.

Non-negotiable starting salary range.

Please refer to our Human Resources web site for salary schedules.

Work Schedule

Campus: Kentfield and Indian Valley Campus (Novato)
Full-time Equivalent: 1.0 - Full-time
Months per Year: 12
Work Days/Hours: Monday - Friday, 40 hours/week

Classification Category & Retirement Plan

This class is designated as Confidential in accordance with the provisions of Government Code Section 3540.1. The term "Confidential" refers to an employee who is required to develop and present management positions with respect to employer-employee relations or whose duties normally require access to confidential information that is used to contribute significantly to the development of management positions as communicated in Government Code Section 3540.1. Confidential employees are also members of the California Public Employees Retirement System (CalPERS), to which the member contributes up to 8% of their reportable compensation on a monthly basis.

Health, Welfare and Fringe Benefits

Marin Community College District (MCCD) offers a generous suite of health, welfare, and fringe benefits for benefit-eligible Full-time Confidential Employees. The plan year for medical, dental and vision coverage starts on October 1 of each year.

• Medical Insurance: The District offers six plan options through Kaiser and Blue Shield. Visit the Benefits Page for Employee and District contribution rates effective 10/01/2026.
• Dental Insurance: Delta Dental coverage for employee and dependents (premium paid by MCCD).
• Vision Insurance: VSP coverage for employee and dependents (premium paid by MCCD).
• Vacation Leave: 22 days per year
• Sick Leave: Accrues on an annual rate of 12 days per year
• Paid Holidays: 17 paid holidays annually, which includes a paid winter holiday break at the end of December.
• Retirement Pension Plan (CalPERS): MCCD contributes 26.40% of employee's creditable earnings to CalPERS on a monthly basis (2026/2027). Vested after five (5) years. Mandatory employee contribution for 2024/2025 is 7% - 8%, depending on original date of membership and prior membership status. Voluntary Retirement Savings Plans: Additional tax-advantaged 403(b) or 457(b) retirement savings plans are also offered.
• Basic Life & AD&D Insurance: $50,000 (premium paid by MCCD)
• Voluntary Life Insurance: Coverage for employee, spouse and/or child(ren) (employee-paid)
• Long-Term Disability: (premium paid by MCCD)
• Short-Term Disability: (premium paid by MCCD)
• Voluntary AD&D Insurance: Coverage for employee, spouse and/or child(ren) (employee-paid)
• Other Employee-Paid Benefits: Flexible Spending Accounts (FSAs); Employee Assistance Program (EAP).

Benefits Available through Selected Medical Plan (no cost to employee):
KEY: ALL = All members eligible; BS = Blue Shield members eligible; KA = Kaiser members eligible

• 24/7 Helpline through the Employee Assistance Program (ALL)
• Expert Medical Opinions through Teladoc (ALL)
• 24/7 Physician Access through MD Live (BS)
• Generic Medications through Costco (BS)
• Enhanced Cancer Benefit through Contigo Health (BS)
• Hip, Knee, and Spine Surgical Benefit through Carrum Health (BS)
• Personal Health Coaching through Vida Health (BS)
• Physical Therapy for Back and Joint Pain through Hinge Health (BS)
• Discounts for Gym memberships, Hearing Aids and LASIK Eye Surgery (BS)
• ClassPass: Kaiser Permanente has teamed up with fitness industry leader ClassPass to make it easier for employees to exercise from the comfort of their homes (KA).

To apply: https://www.schooljobs.com/careers/collegeofmarin/jobs/5379252/executive-assistant?pagetype=promotionalJobs