- Position Summary
Priority Consideration Date: January 6. 2019
Reporting to the Executive Assistant, the Executive Office Assistant provides executive support to the President and CEO. The individual will have the ability to exercise good judgment in a variety of situations, with strong written and verbal communication, administrative, and organizational skills, and the ability to maintain a realistic balance among multiple priorities. The Executive Office Assistant will have the ability to work independently on projects, from conception to completion, and must be able to work under pressure at times to handle a wide variety of activities and confidential matters with discretion. This is an exempt position reporting to the Executive Assistant in the President's Office.
- Essential Functions
- Provide confidential administrative support to the Office of the President to ensure successful performance of all duties and responsibilities performed or attended by the President. Handle confidential matters and resolve problems using tact, discretion, independent judgment, and following established policies and procedures. Keep the appropriate individuals apprised of issues.
- Complete a broad variety of administrative tasks for the President and VP's including: managing an extremely active calendar of appointments; completing expense reports; composing and preparing correspondence that is sometimes confidential; arranging complex and detailed travel plans, itineraries, and agendas; and compiling documents for travel-related meetings.
- Serve as first point of contact for the Administrative Offices and the Office of the President. Provide internal and external customer service including receiving, analyzing and handling inquiries; delegating as necessary; interpreting and explaining campus policies, procedures, and operational guidelines. Direct telephone and office inquiries to appropriate staff. Serve as central point of contact with other departments and external constituencies regarding the day-to-day operations of the President's Office.
- Prioritize conflicting needs; handle matters expeditiously, proactively, and follow through on projects to successful completion, often with deadline pressures.
- Prepare invoices, reports, memos, letters and other documents in support of the operations of the president's office. Assist in financial/budget reconciliation.
- Assist the Executive Assistant in coordinating the President's councils and committees to include all aspects of meeting planning and preparations, presentations, attendance, minutes, and required follow-up, actions and correspondence.
- Assist the Executive Assistant in coordinating events/meetings sponsored by the President's Office with TCC Events Coordinator and other events/meetings as assigned by the President's Office. Responsible for all details necessary for the success of the event/meeting including securing location, refreshments, invitations, equipment, presentations, materials and supplies.
- Assist the Executive Assistant in serving on committees and attend meetings and functions representing the President's Office as delegated by the President.
- Serve as back-up in Executive Assistant's absence providing full scope of duties.
- Perform other related duties as required and deemed appropriate in support of the President's Office to accomplish assigned responsibilities and functions of the office
- Participate in campus committees and workgroups that directly relate to position responsibilities and the goals/mission of the college.
- Perform other duties as assigned.
- Bachelor's degree from an accredited college or university.
- Two years of professional related experience as an Administrative or Executive Assistant or closely related experience.
- -or- An Associate's degree in Business or closely related field and five years of directly related professional work experience.
- Experience handling politically sensitive and/or complex situations involving financial, personnel or negotiations with confidentiality and discretion.
- Experience working with stakeholders such as elected officials, college officials, community leaders and donors.
- Advanced level proficiency with word processing, spreadsheet, database management and related business management software; Microsoft Office preferred.
- Experience with proofreading and note taking.
- Recent community college/university experience or government agency experience.
- Successful completion of a criminal history background check prior to employment.
The Successful Candidate Will Demonstrate:
- Demonstrated experience handling politically sensitive and/or complex situations involving financial, personnel or negotiations with confidentiality and discretion.
- Strong written, oral and critical listening communication skills with proven ability to problem-solve exercising effective judgment.
- Strong organizational and time management skills.
- Understanding of and commitment to the values of Equity, Diversity and Inclusion.
- Ability to anticipate needs, think critically, and offer solutions to problems.
- Excellent interpersonal skills with ability to interact with diverse internal and external constituents.
- Demonstrated ability to plan, organize, and coordinate projects and activities with varied deadlines, utilize sound judgment, possess diplomatic skills, and ensure the utmost discretion and confidentiality in all matters.
- Excellent verbal and written communication skills with attention to detail.
- Excellent customer service skills; including establishing, building, and maintain internal/external customer satisfaction.
- Developed organization and time-management skills
- An appreciation of diversity and the benefits of a commitment to cultural awareness and sensitivity in the workplace.
- Ethics, integrity and sound professional judgment.
- Ability to be self-directed and work independently in a team environment.
- Respond to difficult, stressful, or sensitive interpersonal situations in ways that minimize potential conflict and maintain good working relationships among internal and external clientele.
- Highly professional, ethical, and respectful of confidential data.
- Application Process
- Application Process
Complete application packages must include the following:
- Tacoma Community College online application.
- Resume & cover letter describing how your educational background and experience align with the responsibilities and qualifications of this position.
- Copies of transcripts for all colleges and universities attended.
- Tacoma Community College is committed to creating and supporting a multi-cultural climate that welcomes, fosters, respects, and celebrates diversity.Please attach a statement (maximum two pages) describing your experiences with other cultures and communities, your level of cultural self-awareness and how you have integrated both experience and self-awareness into your living/working environment.
This is a full-time professional position contracted on an annual basis. The salary for this position will commensurate with experience and qualifications. The salary will be prorated to reflect the actual number of contract days worked in the remainder of the fiscal year. Flexibility in scheduling is required to meet the needs of the department. Degrees must be from accredited colleges or universities recognized by the U.S. Department of Education and verified by National Student Clearinghouse.
Tacoma Community College values diversity and is an Equal Opportunity Employer and Educator
Tacoma Community College provides equal opportunity in education and employment and does not discriminate on the basis of race, color, national origin, age, disability, genetic information, sex, sexual orientation, marital status, creed, religion, or status as a veteran of war. Prohibited sex discrimination includes sexual harassment (unwelcome sexual conduct of various types). Provides reasonable accommodations for qualified students, employees, and applicants with disabilities in accordance with the Americans with Disabilities Act and Federal Rehabilitation Act. The following persons have been designated to handle inquiries regarding non-discrimination policies: Title II and Title IX, 253-566-5050; Section 504 Officer, 253-566-6090. Tacoma Community College is a smoke-free/drug free environment. This recruitment announcement does not reflect the entire job description and can be changed and or modified without notice.
Tacoma Community College
6501 S 19th St Bldg. 14, Tacoma WA 98466 www.tacomacc.edu/about/employment
TIAA-CREF (Teachers Insurance Annuity Association-College Retirement Equities Fund)
TIAA-CREF is a Section 403(a) retirement plan.
The employee contributions rates are as follows and are matched by the employer:
5% of salary if you are under age 35
7.5% of salary if you are between age 35 and 49, inclusive
10% of salary if you are age 50 and over
Medical Plan Coverage
Employees have a choice of managed care medical plans from which to choose, in addition to a state self-insured plan, called the Uniform Medical Plan. The Uniform Medical Plan is offered in all counties.
Not all managed care plans are offered in every county.
Dental Plan Coverage
The state self-insured dental plan and two managed care dental plans are available to employees. They are:
Uniform Dental Plan (state self-insured plan)
Managed Care Plans:
Regence BlueShield Dental
There is no employee premium cost for dental.
Term Life Insurance
The College provides $10,000 basic life insurance for death from any cause and $5,000 basic Accidental Death and Dismemberment at no cost to the employee. Employees can enroll in additional low cost life insurance for
themselves and dependents.
Long Term Disability Insurance (LTD)
The College provides a Basic LTD insurance plan at no cost to employees. The Basic Plan pays 60% of the first $300 of the employee's monthly salary, the maximum benefit being $180 per month and paying after 90 days of
The Optional LTD plan pays 60% of the first $10,000 of monthly salary, reduced by any deductible income such as social security or retirement benefits. Employee cost is dependent upon benefit waiting period chosen.
Employees may participate in the following 403b tax deferred annuity companies through voluntary payroll
Aetna Life Insurance and Annuity Company
CUNA Life Insurance
Great American Life Insurance Company
Northern Life Insurance
TIAA-CREF Supplemental Retirement Annuity
Western United Life Assurance
Employees may participate in the state-administered Deferred Compensation program through voluntary payroll deduction. This is a Section 457 plan.
Annual Leave (Vacation Leave)
Full-time administrative and professional-technical employees, who are contracted for 10 or more months, accrue 2 days of vacation leave per month or 24 working days each twelve-month period.
Illness, Injury Emergency and Bereavement Leave (Sick Leave)
Full-time administrative and professional-technical employees one day of sick leave for each month of contracted employment. Part-time and quarterly contracted employees accrue sick leave on a pro-rated basis. Sick leave accrued through quarterly contracts does not carry over from one quarter to the ensuing quarter.
Full-time administrative and professional-technical employees may be granted up to 5 non-accumulative personal leave days per 12 month period of service.
Other paid and unpaid leaves, such as professional leave, family leave, etc. are covered in Chapter III of the Board of Trustees Policy Manual.
- 01Which best describes your level of education?
02How much professional experience do you have as an Administrative or Executive Assistant or other closely related experience?
- High School graduate or equivalent
- Some College
- Associates degree in Business from an accredited college or university
- Associates degree in from an accredited college or university.
- Bachelors degree from an accredited college or university
- Masters degree or higher from an accredited college or university
03Please describe your professional administrative or executive assistant experience.04Please describe your experience handling politically sensitive and/or complex situations involving financial, personnel or negotiations with confidentiality and discretion.05Please describe your experience working with stakeholders such as elected officials, college officials, community leaders and donors..06Which of the following best describes your level of proficiency with word processing, spreadsheet, database management and related business management software; Microsoft Office preferred?
- Less than one year
- More than one year and less than two years
- More than two years and less than three years
- More than three years and less than four years
- More than four years and less than five years
- More than five years and less than six years
- Over six years
07Please describe your experience with proofreading and note taking.08Do you have recent community college/university experience or government agency experience?