Executive Assistant to the Chief Institutional Advancement & External Affairs Officer (CIAEAO)

Location: CCS District Office Spokane

Department: DIST Marketing/Public Relations

Salary Range: $58,030 - $65,489

Starting salary for this position is: $58,030 (Annually)

The salary range represents the earning potential for this position, through training, evaluations and years spent working in this position with CCS.

About Us 

Spokane Colleges is comprised of two accredited colleges, Spokane Community College (SCC) and Spokane Falls Community College (SFCC) serving Spokane, Stevens, Whitman, Ferry, and Pend Oreille Counties, as well as portions of Lincoln County.

Both colleges are accredited by the Northwest Commission on Colleges and Universities and governed by the Washington State Board of Community and Technical Colleges.

Applications will be accepted until 4:00 p.m. PST on 02/10/2025. The application process will not be available after this time. To ensure consideration make sure your application is completed and submitted as soon as possible. Applications will only be accepted prior to 4:00 p.m. on the closing date.

About the Executive Assistant to the Chief Institutional Advancement & External Affairs Officer (CIAEAO)

JOB SUMMARY

The Executive Assistant provides confidential administrative support to the Chief Institutional Advancement and External Affairs Officer (CIAEAO). This position supports the executive and staff for Marketing and Communications.

The Executive Assistant coordinates and supports internal and external meetings and events, manages budgets and travel, and creates well-written memos and reports. This position works with executives and leaders across the district and acts with discretion and confidentiality.

CHARACTERISTIC DUTIES AND RESPONSIBILITIES

Front office administration

• Provide administrative support for the executive. Screen inquiries from the public and staff to determine priorities for the executive or make referrals to other staff/offices. *
• Establish calendar priorities, screen requests and schedule appointments. Assemble background material, reports, and data for appointments. *
• Welcome visitors, answer phones, take messages, process mail, and disseminate information. *
• Organize staff meetings. Schedule room, send calendar notice, prepare meeting agenda, and background materials. Take meeting minutes and ensure records retention compliance. *
• Maintain the division’s intranet page and online workspaces. *
• Revise office processes for greater efficiency and effectiveness. *

Budget and travel

• Assist in budget planning and development. Monitor budgets, contracts, licenses and purchasing workflows. *
• Prepare purchase requests and requests for proposals (RFPs). *
• Track all expenditures. Reconcile purchase orders, invoices, and division purchase cards (p-cards). *
• Make travel arrangements for division staff. Book airfare, reserve hotel, and provide itinerary. Process registration and prepare expense reports. *
• Purchase office supplies and equipment. Maintain organized and adequately stocked office supplies. *
• Manage technology inventory for the division. Procure needed technology and equipment. *

Executive and division support

• Create, update and distribute visually engaging and data-informed reports on division-wide project outcomes. Support projects designed to meet Strategic Plan goals. *
• Prepare presentations and written reports on various topics as directed by the executive. *
• Plan and coordinate internal and external meetings and special events, department retreats and site tours. *
• Assist with hiring processes, screening committees and employee records. Onboard new division employees to ensure a smooth transfer of knowledge and a welcoming atmosphere. Prepare needed equipment and office space. *
• Contribute to student outreach efforts. Assist with marketing campaigns and support districtwide outreach meetings. *
• Maintain districtwide emergency contact lists, community contact databases and division emergency contact information. *
• May make minor changes to Spokane Colleges’ websites, submit event information to news media calendars or write items for the employee newsletter.
• Model professional decorum and mutual respect in all personal interactions. *
• Comply with district policies, procedures and directives, state and federal regulations, orders and statutes and collective bargaining a