Executive Assistant to the Vice President for Human Resources & Legal Affairs

The Executive Assistant to the Vice President for Human Resources & Legal Affairs provides high-level, confidential administrative support while exercising independent judgment in managing the Vice President’s time, communications, and priorities.  This role serves as a trusted gatekeeper and central point of coordination, ensuring that meetings, information flow, and internal communications are purposeful, timely, and aligned with institutional priorities.

In addition, the Executive Assistant manages departmental administrative operations, including oversight of department budgets and coordination of administrative support staff.  The position supports complex and sensitive work related to human resources, labor relations, legal affairs, risk management, and compliance, requiring discretion, sound judgment, and strong organizational skills.  The Executive Assistant represents the Vice President’s Office in interactions with faculty, staff, and external partners, modeling professionalism, discretion, and institutional awareness.

This position reports directly to the Vice President for Human Resources & Legal Affairs.

• Manage the Vice President’s calendar with authority to prioritize, schedule, decline, or reschedule meetings based on institutional priorities; serve as gatekeeper for meeting requests to ensure appropriate preparation, sequencing, and follow-up;
• Define, develop, and manage meeting agendas for leadership and other high-impact meetings; clarify objectives (decision, discussion, information) and ensure materials are prepared and distributed in advance;
• Coordinate and manage information flowing to and from the Vice President; draft, edit, and disseminate internal communications that accurately reflect direction, priorities, and expectations to appropriate audiences;
• Triage correspondence, requests, and inquiries; independently resolve routine matters and elevate issues requiring executive attention; anticipate deadlines, pressure points, and emerging risks;
• Manage and monitor departmental budgets for Human Resources, Legal Affairs, and College support functions; track expenditures, reconcile accounts, and prepare regular budget updates in accordance with College policies and procedures;
• Oversee day-to-day administrative office operations to ensure consistency, accuracy, efficiency, and alignment with institutional standards and expectations;
• Supervise assigned administrative support staff, including day-to-day direction and performance feedback, in accordance with College policies;
• Support the Vice President in coordinating sensitive matters related to personnel, labor relations, legal affairs, compliance, and investigations, exercising discretion and sound judgment at all times;
• Maintain and improve systems related to scheduling, meeting preparation, document management, and follow-through; develop templates, timelines, and standards that improve clarity, efficiency, and accountability; and
• Perform other related duties and responsibilities as assigned.

• Bachelor’s degree from an institutionally accredited college or university or equivalent combination of education and progressively responsible experience that demonstrates the ability to perform the essential duties of the position.
• Two (2) or more years of progressively responsible experience in one or more of the following:
  • Executive or senior-level administrative support to a cabinet-level or comparable senior leader; and/or
  • Operational, programmatic, or functional roles that include regular interaction with senior leadership, handling of confidential or sensitive matters, coordination of complex work or schedules, and the ability to exercise sound judgment within established guidelines.
• Demonstrated ability to exercise independent judgment in sensitive and confidential environments, including prioritizing requests, managing information flow, and determining appropriate escalation of issues requiring executive attention.
• Strong written and verbal communication skills, including experience drafting agendas, correspondence, summaries, and internal communications for diverse audiences.
• Proficient with standard office productivity tools (e.g., Outlook, Word, Excel, PowerPoint) and the ability to quickly learn new systems and platforms.

• Experience supporting senior leadership within Human Resources, Labor Relations, Legal Affairs, Compliance, or related operational function.
• Experience working in higher education and/or public sector environments, including familiarity with shared governance, confidentiality requirements, and regulatory frameworks.

COMPETENCIES:

Support for Diversity, Equity and Inclusion: Reflecting CBC’s mission, vision and values, support initiatives that expand the human qualities that differentiate our workplace and educational setting. Demonstrate and advocate an understanding of differences, open mindedness, compassion, sensitivity and interest in differing viewpoints given the diverse population and show a deep commitment to the involvement of colleagues, students and community members to student experience and success honoring freedom of expression as fundamental to personal, professional and organizational growth;

CBC Shared Commitments: Demonstrates a willingness to work with and support others in completing assignments, accepts constructive feedback, and cooperates with coworkers and supervisors.  Shows alignment with CBC Shared Commitments by treating others with respect, communicating and collaborating effectively, pursuing growth and learning, valuing and celebrating contributions, prioritizing wellness, and holding self and others accountable

Judgment & Discretion: Exercise sound, independent judgment in sensitive and confidential situations; appropriately balance urgency, risk, and institutional priorities;

Executive Communication: Produce clear, concise, and professional written and verbal communications tailored to diverse audiences and reflective of executive intent;

Organizational & Systems Thinking: Effectively manage complex schedules, competing priorities, and administrative systems; anticipates needs and maintains structure in a fast-paced work environment;

Budget & Administrative Management: Demonstrates accuracy and accountability in managing budgets, expenditures, contracts, and administrative processes; and

Problem Solving & Anticipation: Proactively identify issues; recommend solutions, and anticipate downstream impacts to reduce risk and improve effectiveness.

Columbia Basin College is unable to sponsor or assume sponsorship of employment visas (e.g., H-1B) at this time. Applicants must be authorized to work in the United States for any employer without sponsorship.

This is a full-time, overtime-eligible, professional staff position. The typical work hours for this position are Monday through Thursday 7:00 a.m. to 4:30 p.m., and Friday 7:00 a.m. to 12:00 p.m.; however, work hours may vary due to work demands and some evening and weekend work may be required.

CBC offers excellent medical/dental insurance, life insurance, long-term disability, paid leave, retirement plans, and a variety of benefit options. Please view the “Benefits” tab for comprehensive benefits information.

Successful candidates must meet the following requirements:

• Provide proof of lawful permanent residency or other appropriate work authorization as required by the Immigration Reform Control Act of 1986.
• Disclose any substantiated findings or any ongoing investigations related to sexual misconduct as required by RCW28B.112.080.
• Pass a criminal background check. Note: information learned during the criminal background check will not necessarily preclude employment but may be a factor in eligibility for the position.
• Verify education at the time of hire. 
• Maintain an alcohol-free and drug-free workplace during employment.

While performing the duties of this position, the employee is frequently required to sit, stand, bend, kneel, stoop, communicate, reach and manipulate objects. The position requires mobility including having the ability to move materials on a regular basis such as files, books, office equipment, etc. and travel between buildings on campus. Manual dexterity and coordination are required to operate equipment such as computer keyboard, calculator, and standard office equipment. 

Work environment includes office and other settings as appropriate.  The position operates in a fast-paced service-oriented environment with frequent interaction and competing priorities.  The noise level is typical of an office environment with telephones, personal interruptions, and background noise.  Occasional travel may be required.