What are the responsibilities and job description for the Executive Assistant - Office of the Vice President & Chief of Staff position at Del Mar College - Corporate Services?
Position Information
Posting Number S1201 This position is open to Open to All Applicants Job Title Executive Assistant - Office of the Vice President & Chief of Staff Department College Relations Position Type Non-Exempt Employment Status Full-Time-Staff Salary $18.99 - $24.21 Open Date 04/17/2026 Close Date 05/01/2026 Open Until Filled No
Position Summary Information
Job Description Summary
The Executive Assistant will provide direct support to two (2) senior executives (calendar, travel, meetings, etc.). Handle confidential information. Manage high-level communication (both internal and external) and sensitive business matters. Prioritizing and managing complex projects and/or cross-functional Initiatives. Making independent decisions and handling challenges autonomously. Coordinating logistics for senior leadership and key organizational events including College sponsorships and events.
The Executive Assistant role is strategic, high responsibility, with a focus on managing the executive’s time, decision-making, and ensuring smooth operations at the highest levels of the institution. The role requires working on a one-to-one basis, and jointly, with other division and office staff on a variety of tasks and office projects. Trains, assists, and on-boards other Administrative Assistants.
Additionally, the role includes, but is not limited to: writing error-free e-mails, analyzing data, drafting memos, preparing presentations, routing and composing time sensitive correspondence. Managing complex and active calendars, monitoring scheduling conflicts, arranging meetings, exercising independent judgment and discretion on sensitive and confidential projects and assignments, compiles data used to develop and manage a budget, and enters budget data. Ongoing management of the academic calendar for the college which includes coordinating with the CAO, CFO, CIO, COO, and President’s office. HB 8 data analysis.
Other related duties as assigned.
Minimum Qualifications
Associate’s degree AND five (5) years of administrative/executive support experience
Required Job Knowledge, Skills, Abilities
Proven ability to manage multiple, rapidly changing priorities in a dynamic, high-growth environment while maintaining professionalism and confidentiality.
Detail oriented, ensuring accuracy and precision in all tasks, including a high degree of accuracy maintaining records.
Skilled in proactively identifying and solving problems, with strong decision-making capabilities.
A highly resourceful team player, equally effective working Independently.
Consistently achieves high-performance goals and meets deadlines in fast-paced environments.
Expert in multi-tasking and prioritizing daily workloads effectively.
Demonstrates discretion when handling confidential information.
Ability to work autonomously, exercise sound judgment, and uphold strict confidentiality.
Proactively identifies and escalates Issues to managers or colleagues when appropriate.
Strong written and verbal communication skills, customer service skills, and courteously/effectively engaging with various groups, including but not limited to: students, faculty, staff, and the general public.
Anticipates future needs and challenges, proposing creative solutions to drive progress.
Exceptional ability to plan and manage time effectively, ensuring tasks are completed efficiently and on schedule.
Proficient in Microsoft Office Word, Excel and Outlook.
Excellent organizational skills.
Preferred Qualifications
Executive Administrative experience.
Experience supporting a large department or organization.
Experience handling high volumes of time sensitive materials.
Ability to multi-task in a fast paced environment.
Special Instructions to Applicants
This is a security-sensitive position. Employment resulting from this advertisement is subject to federal laws that require the verification of identity and the legal right to work in the United States. Employment is contingent upon the successful completion of a criminal background and reference checks. The College reserves the right to cancel or extend all recruitment actions. Del Mar College is an Equal Opportunity employer. Upon request, reasonable accommodations in the application process will be provided to individuals with disabilities.
Job Duties
Job Duty
Perform routine support tasks primarily involving customer service and clerical activities by answering the telephone and taking messages, referring callers, maintaining calendars, processing requests for information, providing information, and entering/maintaining data.
Answering routine inquiries.
File and maintain data, correspondence, files, and reports.
Job Duty
Order equipment, materials and supplies by initiating and processing requisitions.
Interact with other departments and personnel.
Maintain inventories.
Prepare, submit, and monitor budget expenditures.
Job Duty
Prepare reports for both internal and external use by reviewing information, preparing materials or entering information into databases.
Review draft information.
Proofread all materials and submit information to affected parties.
Job Duty
Coordinate sponsorship tables and events.
Work with external stakeholders to gather event information in a timely manner.
Coordinate invitations with DMC executives to represent the College and work with the Business Office to ensure payments are processed in a timely manner.
Posting Number S1201 This position is open to Open to All Applicants Job Title Executive Assistant - Office of the Vice President & Chief of Staff Department College Relations Position Type Non-Exempt Employment Status Full-Time-Staff Salary $18.99 - $24.21 Open Date 04/17/2026 Close Date 05/01/2026 Open Until Filled No
Position Summary Information
Job Description Summary
The Executive Assistant will provide direct support to two (2) senior executives (calendar, travel, meetings, etc.). Handle confidential information. Manage high-level communication (both internal and external) and sensitive business matters. Prioritizing and managing complex projects and/or cross-functional Initiatives. Making independent decisions and handling challenges autonomously. Coordinating logistics for senior leadership and key organizational events including College sponsorships and events.
The Executive Assistant role is strategic, high responsibility, with a focus on managing the executive’s time, decision-making, and ensuring smooth operations at the highest levels of the institution. The role requires working on a one-to-one basis, and jointly, with other division and office staff on a variety of tasks and office projects. Trains, assists, and on-boards other Administrative Assistants.
Additionally, the role includes, but is not limited to: writing error-free e-mails, analyzing data, drafting memos, preparing presentations, routing and composing time sensitive correspondence. Managing complex and active calendars, monitoring scheduling conflicts, arranging meetings, exercising independent judgment and discretion on sensitive and confidential projects and assignments, compiles data used to develop and manage a budget, and enters budget data. Ongoing management of the academic calendar for the college which includes coordinating with the CAO, CFO, CIO, COO, and President’s office. HB 8 data analysis.
Other related duties as assigned.
Minimum Qualifications
Associate’s degree AND five (5) years of administrative/executive support experience
- OR-
Required Job Knowledge, Skills, Abilities
Proven ability to manage multiple, rapidly changing priorities in a dynamic, high-growth environment while maintaining professionalism and confidentiality.
Detail oriented, ensuring accuracy and precision in all tasks, including a high degree of accuracy maintaining records.
Skilled in proactively identifying and solving problems, with strong decision-making capabilities.
A highly resourceful team player, equally effective working Independently.
Consistently achieves high-performance goals and meets deadlines in fast-paced environments.
Expert in multi-tasking and prioritizing daily workloads effectively.
Demonstrates discretion when handling confidential information.
Ability to work autonomously, exercise sound judgment, and uphold strict confidentiality.
Proactively identifies and escalates Issues to managers or colleagues when appropriate.
Strong written and verbal communication skills, customer service skills, and courteously/effectively engaging with various groups, including but not limited to: students, faculty, staff, and the general public.
Anticipates future needs and challenges, proposing creative solutions to drive progress.
Exceptional ability to plan and manage time effectively, ensuring tasks are completed efficiently and on schedule.
Proficient in Microsoft Office Word, Excel and Outlook.
Excellent organizational skills.
Preferred Qualifications
Executive Administrative experience.
Experience supporting a large department or organization.
Experience handling high volumes of time sensitive materials.
Ability to multi-task in a fast paced environment.
Special Instructions to Applicants
This is a security-sensitive position. Employment resulting from this advertisement is subject to federal laws that require the verification of identity and the legal right to work in the United States. Employment is contingent upon the successful completion of a criminal background and reference checks. The College reserves the right to cancel or extend all recruitment actions. Del Mar College is an Equal Opportunity employer. Upon request, reasonable accommodations in the application process will be provided to individuals with disabilities.
Job Duties
Job Duty
Perform routine support tasks primarily involving customer service and clerical activities by answering the telephone and taking messages, referring callers, maintaining calendars, processing requests for information, providing information, and entering/maintaining data.
Answering routine inquiries.
File and maintain data, correspondence, files, and reports.
Job Duty
Order equipment, materials and supplies by initiating and processing requisitions.
Interact with other departments and personnel.
Maintain inventories.
Prepare, submit, and monitor budget expenditures.
Job Duty
Prepare reports for both internal and external use by reviewing information, preparing materials or entering information into databases.
Review draft information.
Proofread all materials and submit information to affected parties.
Job Duty
Coordinate sponsorship tables and events.
Work with external stakeholders to gather event information in a timely manner.
Coordinate invitations with DMC executives to represent the College and work with the Business Office to ensure payments are processed in a timely manner.
Salary : $19 - $24