Overview

Job Location:
San Francisco

The Senior Executive Assistant will provide direct support and act as a gatekeeper to the President to ensure the smooth and successful operations of our executive staff. This includes providing administrative support for daily operations, special projects, scheduling and coordinating meetings, event planning, and other routine functions. Ultimately, the goal of this position is to maximize the effectiveness of our senior leadership and to streamline the President’s Office operations.

This position is required to maintain a regular, on-campus schedule but may not need to be on campus every day of the week. The position will work remotely on the days that they do not need to be on campus. Additionally, this position will support the reception area in one of the administrative offices on campus by greeting visitors and providing overall office management support. Reception area duties and responsibilities will be limited to one or two days a week, or more as needed, and are shared with the other executive assistants at the college.

MAIN RESPONSIBILITIES:

Support for the President – 60%

  • Maintains the president’s calendar and coordinates appointments and meetings 

  • Is apprised of upcoming meetings, events, and deadlines

  • Coordinates meeting schedules for special committees and events created by the president 

  • Coordinates the president’s travel.

  • Relieves the President of administrative detail and coordinates communication.

  • Screens phone calls and inquiries, opens and sorts mail, and summarizes reports and memos that are received before passing the information on to the relevant person.

  • Organizes and processes the president’s expenses, memberships, and subscriptions.

  • Maintains President’s Office supplies.

Support for the Board of Trustees – 35%

  • Serves as a liaison to the board, ensuring a high service level to trustees; is knowledgeable about the preferences of individual trustees and other major donors regarding communications and interactions with CCA and ensures that the college facilitates a positive and effective volunteer experience for them

  • With input as needed from senior staff, facilitates communication among the trustees, the president, the CCA community, and external constituencies

  • Attends all meetings of the Board of Trustees, including committee meetings. Coordinates all meeting logistics including room reservations, technical needs for A/V presentations and recording, refreshments, and optional activities. Helps to ensure a top-quality meeting experience for all participants.

  • Works with staff to: 1) organize and maintain records for board meetings (including orientation and retreats); 2) facilitate trustee involvement with commencement, accreditation visits, search committees, and other special programs; and 3) maintain trustee service records, biographies, and trustee meeting calendar

  • Records and transcribes meeting minutes in a concise, accurate, and efficient manner while utilizing the college’s style guidelines. Produces a final draft of minutes no later than 10 business days after the meeting.

  • Records actions taken at meetings; processes documents approved by the board and committees including resolutions, agreements, and contracts; and processes other pertinent documentation as required by the Board of Trustees.

  • Prepares and distributes annual documents including the Board of Trustees directory, meeting calendar, and committee lists.

Special Projects – 5%

  • Supports other projects–such as all-community assemblies,  Advancement event support, and commencement

  • Performs other duties for the President’s Cabinet, as required.

MINIMUM QUALIFICATIONS:

  • At least three years of experience working as a professional-level assistant,  preferably in an academic environment

  • BA/BS preferred.

  • Excellent interpersonal, verbal, and written communication skills and an ability to act in a mature, polished, and professional manner with a variety of leadership and stakeholders.

  • Advanced organizational skills and attention to detail in all duties. Highly skilled in planning, focusing attention in a busy work environment, remembering and carrying out complex instructions, and juggling multiple tasks successfully.

  • Experience writing personalized business correspondence, with strong proofreading skills.

  • High level of computer proficiency with Google Suite; Workday experience preferred.

  • Interest in and affinity for learning new applications and systems, such as project-management software, html email systems, etc.  

  • Ability to multi-task and set priorities.

  • Maintain a positive attitude at times of increased workload;  successful track record of working cooperatively and flexibly as part of a team and in a support position.

  • Exemplifies core CCA values (fostering excellence, collaboration, innovation, compassion, integrity, diversity, and sustainability).

As with all current employees at CCA, we expect that the successful candidate will contribute to the diversity of personal and professional perspectives, backgrounds, and experiences that support CCA’s efforts to identify and dismantle structural inequities and promote anti-racism, equity, and inclusion.

WORKING CONDITIONS:

  • Willingness to work on campus and occasionally during non-regular business hours for special meetings and events.

COMPENSATION & BENEFITS:

  • The range for the position is $33.00 – $38.46/hour.

  • CCA offers a comprehensive benefits package, including the choice of five medical plans, generous holiday, sick & vacation time, a retirement match and tuition remission. CCA covers an average of 91% of the medical plan cost for the employee only and an average of 82% for employees with dependents. More information can be found here: https://portal.cca.edu/working/office-human-resources/employee-benefits.

POSITION DETAILS:

  • CCA considers a full-time work week to be 37.5 hours per week

  • Work Mode: Campus Hybrid

Location

San Francisco

FLSA

Non-Exempt

Additional Locations

Application Instructions

Applicants are required to attach a cover letter and resume. Incomplete applications will not be considered. Recommended document file formats are Word or PDF.  If there are multiple attachments, we recommend compressing/zipping your files into a zip format file. There is also a place in the application for you to provide a link to large documents. Please submit an application form for each position for which you believe you are qualified. Applications are not kept on file for future positions.

Application Deadline

For staff positions, screening begins immediately and continues until the position is filled.

EEO Statement

As an educational and cultural institution, California College of the Arts has a responsibility to provide access and opportunities for all people, with special attention to supporting groups historically underrepresented in higher education.

We believe that a culturally diverse campus is integral to academic excellence, and our student, faculty, staff, and trustee bodies should reflect the diverse world in which we live, with attention to race, ethnicity, religious creed, national origin, age, sex, sexual orientation, gender identity or expression, and ability.

California College of the Arts is an equal opportunity employer and encourages applications from individuals who will contribute to its diversity. If you require reasonable accommodation in completing this application, interviewing, or otherwise participating in the employee selection process, please direct your inquiries to hr@cca.edu. In alignment with the San Francisco Fair Chance Ordinance, we will consider qualified applicants with arrest and conviction records for employment. If a background check is required for a position, it will be noted in the job posting.

Questions?

Please address any questions to hr@cca.edu.