Hiring Executive Assistant!

Position Summary:

The mission of Pierce College is to create quality educational opportunities to a diverse community of learners to thrive in an evolving world. The Pierce College District is committed to being an anti-racist institution; to truly be anti-racist we must work deliberately to eliminate barriers that have prevented the most promising and capable students from entering and thriving in college. We work to ensure that every student in the Pierce College District feels valued, respected, and inspired to achieve their goals. We provide a brave space for Black, Indigenous, Persons of Color (BIPOC), LGBTQ/QTPOC students, students with disabilities, and all students and staff to seek refuge, and an opportunity for them to cultivate their strengths, intelligence, resilience, and creativity.

The individual in this role will provide executive-level support to the President of Pierce College Fort Steilacoom in order to advance the institution’s mission, with intentional focus on advancing Black & Brown excellence and building an antiracist institution. The executive assistant will serve as a liaison between the president, students, staff, faculty, and the community, ensuring responsive communication and fostering relationships. The executive assistant is highly visible and will require exceptional organizational skills, strategic thinking, integrity, and discretion in handling sensitive information and complex situations. Other responsibilities will include: budget management, event planning and organization, travel logistics, problem solving, and priority management.

Essential Functions:

The Executive Assistant to the President will be responsible for the following, but not limited to

Integrated Institutional & Program Core Work

Actively advance Pierce College's goals for equity and belonging in order to provide access and support for our diverse community of learners.

Participate in committees and task forces to ensure collaboration on reducing barriers and promoting student success outcomes.

Other duties as assigned to support the mission, goals, and objectives of the college.

Managing the President’s Office

Serves as the president’s liaison to the college community, the State Board for Community and Technical Colleges, other state agencies, businesses, educational organizations, local school districts, other colleges and universities, and the general public by establishing and promoting positive communication lines and anticipating, evaluating, and diffusing potential problems.

Manages the highly visible work of the President's Office and is responsible for coordinating the administrative operations of the President's Office to serve and advance the mission and antiracist commitments of the college.

Welcomes and guides students, employees, and visitors and works to create an equity-centered culture of belonging and engagement through operations of the President’s Office.

Advises individuals and groups within the college in successfully responding to requests and assignments from the president.

Screens, prioritizes, and responds to incoming calls, mail, email, and visitors to the President's Office using culturally responsive and sustaining communications.

Schedules appointments and establishes calendar priorities for the president. Identifies and provides supporting information and materials to the president for each appointment.

Works with president, travel agency, and others to coordinate travel arrangements for the president and occasionally other personnel.

Assists the president and team(s) with project and event coordination.

Works to ensure accurate budget accounting, including development and maintenance.

Implements office procedures to include filing systems of public documents, purchasing office supplies and/or office equipment.

Supporting and Fostering Relationships

Maintains a welcoming culture of belonging and care for the community on behalf of the President’s Office.

Communicates and collaborates regularly with the director of operations for the Chancellor, as well as the executive assistant to the president of Pierce College Puyallup, in order to support the president and the executive team in serving the college community. Serves as back-up/support if/as necessary to ensure continuity of colleges operations.

Coordinates the president's external involvement by scheduling speaking engagements and participation with civic organizations, service clubs, Chamber of Commerce, higher education organizations, and others.

Composes and communicates office correspondence, including confidential and sensitive information regarding college business.

Responds to inquiries and concerns from the college community, general public, employers, and other state agencies. Refers to other administrator(s) and appropriate and “closes the loop” to ensure positive community engagement.

Assist with legislative activities and other governmental interactions.

Coordinating Campus Events

Coordinates and/or support coordination of campus events such as quarterly All-College Meetings, annual Tenure Reception, Student Awards Ceremony, and others and supports district-wide events as well.

Negotiates costs with catering service and develops menus with food service director with consideration of community needs.

Occasionally assists and/or hosts various Community and Technical College system conferences and meetings on campus.

Assists with the coordination of various Pierce College Foundation events such as the Distinguished Alumni Banquet, Scholarship Luncheon, and the Golf Scramble.

Develops event budget and processes expenses.

May coordinate travel and lodging for presenters and/or participants.

Maintaining Records, Policies & Procedures

Support the maintenance and retention of records in line with institutional, state, and federal policies, practices, and laws.

Supports and is knowledgeable about policies, procedures, laws and regulations that affect the institution.

Collaborates with other senior leaders and support staff to ensure ethical and equitable application, responsiveness, and compliance.

Required Education:

Associates Degree in Business Administration, Office Management, Education, General Studies, or a related field OR equivalent years of experience working in an administrative or executive assistant role in a public-facing organization/institution in addition to the required experience below. For an Associates Degree, the equivalent work experience is at least two (2) years.

Required Experience:

One (1) year of experience working in an administrative or executive assistant role in a public-facing organization/institution (or a minimum of three years without an associate's degree or higher).

Experience serving as a first point of contact for an organizational manager or department.

Experience engaging with and supporting employees and community members as a representative of an organization and/or leadership.

Experience tracking budgets, monitoring expenditures, and reconciling purchases.

Experience managing complex calendars, scheduling, and coordinating meeting logistics with stakeholders.

Strong computer skills, particularly using Microsoft Office, and ability to quickly and effectively adapt to changing technology needs.

Ability to maintain confidentiality, with strong understanding of ethics and legal compliance, ideally within a public organization/agency.

Special Requirements:

The successful candidate must consent to and pass a criminal background check after a conditional offer of employment. Information from the background check will not necessarily preclude employment but will considered in determining the applicant's suitability to perform in this position.

Application Process

To be considered for this position, applicants must:

Meet the required qualifications as outlined in this announcement.

Complete the online application profile and apply for the specific job opening at: https://www.pierce.ctc.edu/hr

Upload (attach) a cover letter that addresses how you meet the required qualifications as outlined in this announcement. (Cover Letter)

Upload (attach) detailed résumé of all educational and professional experience.(Résumé)

Transcripts are not required in order to apply for this position; however, if you are selected for an interview, you will be asked to submit copies of unofficial transcripts showing completion of the required level of education. Please upload current copies of your transcripts, if available. Unofficial copies of all college and university transcripts must include degree received and conferral date. International transcripts must include a foreign transcript evaluation. For a list of approved credential evaluation services visit: www.naces.org/members.html (Unofficial transcripts acceptable for application process; official transcripts required upon hire). (Transcripts)

Upload (attach) a list of at least three professional references with names, addresses, telephone numbers, and e-mail addresses. Letters of recommendation will not be accepted. (References)

Provide a response to the following question: (Supplemental Question) "The College's goal is to support all students and to achieve racial and social equity in pursuit of mission. If you were selected for this position, how would you contribute to and support this goal? Please include specific actions you have taken in your own equity journey." Please limit your response to a maximum of 750 words.

Special Note: To ensure consideration, application materials should be received no later than 5:00 p.m. on the closing date.