Executive Administrative Assistant

Salary: $7,133.00 – $8,770.00 Monthly

Location: Stockton, CA (Main Campus)

Job
Type: Full Time

Job Number: 2025-00109

Department: Human
Resources

Opening Date:
01/15/2026

Closing Date:
2/15/2026 11:59 PM
Pacific

FLSA:
Non-Exempt

Bargaining
Unit:
CONF

Calendar:
12-month

Description

The
Executive Administrative Assistant/Confidential is distinguished from other classes within the Clerical series by the performance of the
most complex, technical, and confidential duties for the executive level administrator. An incumbent in this classification performs a full
range of highly responsible, complex, and confidential administrative support duties. Incumbents at this level work independently, typically
receiving instruction or assistance only as new or unusual situations arise, and must be fully aware of the operating procedures and
policies of the organizational unit and District. The organizational unit at this level includes multiple departments and/or divisions under
the direction of the executive administrator. Incumbents may be required to perform additional or different duties from those set forth
below to address the needs of the District and/or unit.

Responsibilities and
Duties

ESSENTIAL FUNCTIONS:

• Perform complex, highly skilled, confidential
  administrative support which includes the use of independent judgment; maintain confidentiality of sensitive information and work performed;
  assures smooth and efficient office operations; provide input to the assigned administrator concerning timelines and priorities; plan,
  coordinates and organize office activities.
• Serve as a liaison to administrators, staff, faculty, students, representatives of
  educational institutions, local, state and federal agencies, and the general public by responding to requests, answering questions,
  clarifying information, resolving problems, explaining District policies and procedures or referring inquiries to others as
  necessary.
• Compose, prepare and proofread a wide variety of reports, correspondence letters and memoranda, independently, from rough
  draft or from verbal instruction; research, compile, and review a variety of information and data related to responsibilities as needed;
  tabulates statistical data; prepare comprehensive analytical reports including charts and graphics; make mathematical and statistical
  calculations. Produce high quality and professional materials and reports in support of executive level management.
• Assist in
  preparation, development, administration, and maintenance of assigned budget(s); analyze and summarize budget expenditures; collect
  expenditure and cost reports; processes financial transactions.
• Interpret, apply and explain District operations, requirements,
  policies, procedures and related standards.
• Exercise independent judgment to resolve various issues and conflicts; refers difficult
  issues to administrator.
• Perform complex word processing, spreadsheet, and report writing tasks using a wide variety of software
  applications and techniques; prepare a variety of specialized documents and publications including manuals, brochures, handbooks, event
  programs and other informational items.
• Provide complex and responsible executive support and confidential assistance related to
  collective bargaining issues, labor negotiations, contract grievances and employee litigation; as well as, staff evaluations, personnel
  matters and legal actions.
• Prepare and submit draft personnel requisitions in Human Resources’ electronic system.
• Exercise
  independent judgement and discretion in scheduling appointments and meetings for assigned executive administrator; prepare and maintain a
  calendar of events to ensure timely coordination of office activities and status of assigned projects; develops schedules related to
  District activities.
• Make travel arrangements and create travel itineraries, including airline, hotel reservations, car rental and
  other related activities for assigned executive administrator and groups, when necessary.
• Coordinate and oversee planning,
  preparation, arrangement, operation, staffing and post-event evaluation for complex campus and community events and activities, as required.
  Schedule, attend and participate in a variety of professional meetings, committees, and District events; prepare printed materials,
  documents and agendas as requested; take and prepare minutes; researches, compiles and disseminates information as appropriate.
• Receive, screen, sort and respond to correspondence and confidential information; route materials to appropriate
  staff.
• Assist in developing, facilitating, and implementing a variety of District initiatives, operational, administrative, and
  program policies and procedures.
• Prepare contract and ancillary documents, develop and facilitate processes for review and execution
  of contracts and payment to vendors.
• Develop materials for presentations; participate in, or supports the execution of
  presentations, as required.
• Compose, prepare, and ensure committee and/or Board agenda items and supporting documents are developed,
  prepared and forwarded within District timelines in compliance with the Brown Act.
• Develop, implement, and prepare special projects,
  reports and various forms on behalf of the assigned executive administrator; attend to administrative details on special
  matters.
• Monitor and keep the administrator current regarding progress of office projects and activities; assist in monitoring
  communication from state system and other agencies relative to the administrator.
• Participate in the hiring, training, direction and
  oversight of student workers; including scheduling and assignment of duties, coordinating workflow of the office; lead, schedule, train and
  oversee lower-level clerical staff; review work products to ensure accuracy and compliance with established policies and
  procedures.
• Perform related duties and responsibilities as
  assigned.

Qualifications

Knowledge of:

• Principles and
  practices of public administration.
• Office procedures, methods and equipment including computers and software applications; such as
  word processing, spreadsheets, presentation software and databases.
• Principles, practices, and procedures of business communications
  and report writing. Principles and practices used to establish and maintain files, record keeping and information retrieval
  systems.
• Principles, practices, and procedures of fiscal, statistical, and administrative research and report
  preparation.
• Principles and practices of purchasing and contracting.
• Work organization and office management principles and
  practices.
• Proper language usage, spelling, grammar and punctuation.
• College policies and procedures applicable to area of
  assignment.
• Pertinent federal, state and local laws, codes and regulations; including applicable sections of the State Education
  Code, Title 5, the Brown Act, and other legal requirements related to area of assignment.

Ability
to:

• Perform responsible and complex administrative support using independent judgement, personal initiative and
  confidentiality.
• Independently prepare correspondence and memoranda.
• Oversee and participate in management of administrative
  functions and operations of the assigned office; organize work to meet schedules and changing deadlines.
• Maintain confidentiality of
  sensitive information and work performed.
• Research, compile, analyze, and interpret data.
• Read, understand, interpret, and
  apply with judgement, rules, regulations, policies and other written materials in a wide variety of situations and
  applications.
• Participate in the preparation and administration of assigned budget(s).
• Type at a speed necessary for
  successful job performance.
• Maintain a calendar of activities and schedule meetings appropriately.
• Operate office equipment
  including computers, scanners, copiers and fax machines. Prepare and maintain accurate and current records and files.
• Respond to
  difficult requests and inquiries from students, public constituents, faculty and staff; effectively present information in a clear and
  concise manner.
• Lead and direct students and lower-level staff.
• Accept responsibility for decision making and use good
  judgement in recognizing scope of authority.
• Communicate effectively and professionally verbally and in writing using a variety of
  modes and technologies.
• Receive confidential information and maintain confidentiality.
• Work under steady pressure with
  frequent interruptions and high degree of public contact by phone or in person.
• Work independently and effectively in the absence of
  supervision, plan and organize work to meet deadlines, demonstrate skills in organizing, scheduling and time management.
• Establish
  and maintain cooperative and effective working relationships with all employees and others encountered in the course of
  work.
• Demonstrate sensitivity to and understanding of the diverse academic, socioeconomic, cultural, disability, gender identity,
  sexual orientation, linguistic, and ethnic backgrounds, and disabilities of community college students and staff as demonstrated by skills
  and abilities in cultural responsiveness and cultural humility.

EDUCATION AND EXPERIENCE:
Any
combination of experience and training that would provide the required knowledge and abilities is qualifying. A typical way to obtain the
required knowledge and abilities would be:

Education:
Associate’s degree in business, office
technology or a related field from an accredited college.

Experience:

Four years’ experience of
progressively responsible administrative support, preferably in an administrative or executive office of a public agency or in an
educational environment.

Supplemental Information

WORKING
CONDITIONS:
Consistent with its obligations under the law, the San Joaquin Delta College will provide reasonable
accommodation to any employee with a disability who requires accommodation to perform the essential functions of their
job.

Physical Demands:

• Regularly perform desk-based computer tasks.
• Frequently
  sitting.
• Occasionally stand/walk, reach/work above shoulders, grasp lightly/fine manipulation, grasp forcefully, use a telephone,
  sort/file paperwork or parts, lift/carry/push/pull objects that weigh up to 30 pounds.
• Rarely twist/bend/stoop/squat,
  kneel/crawl.

Work Environment:
Office Environment. A workplace featuring typical office amenities,
including computers, telephones, and office furniture, in a controlled indoor setting.