*Please note the very specific application instructions below. Those who do not apply as requested will not be considered.

Position Overview

In January 2022, Shirley M. Collado, Ph.D., will become the President and CEO of College Track. We seek a strong, experienced Executive Assistant to join Dr. Collado, a thought leader, as she builds upon and further strengthens College Track’s presence and impact.

Our ideal candidate:

  • Experienced in your professional support of a recognized leader.
  • You shine as the trusted right-hand to the person you support, and you’re ready to continue to do that with and for Dr. Collado.
  • Known for your flawless execution and management of complex calendars and itineraries.
  • Words others would use to describe you: motivated, organized, diplomatic, sophisticated, full of integrity
  • You are seeking a role that will keep you busy, engaged, and will value a bit of entrepreneurial spirit.
  • You ask questions to both understand the current framework but also to pose new ways of doing things.
  • You can interview through the months of November and December and will be ready to join College Track in early January.

Primary Responsibilities

  • Provide direct administrative support to the President & CEO while representing the Executive Office internally and outside the organization. Independently manage and determine priorities of incoming requests to the Executive Office. Research, respond or delegate responses as appropriate on behalf of the President & CEO. Ensure appropriate office and telephone coverage, screen visitors and callers, independently determine appropriate response to inquiries, and redirect to the relevant Executive or National leaders as necessary.
  • Manage the President & CEO's complex, dynamic, and extremely active calendar of appointments under significant constraints, evaluate and prioritize time requests, and ensure the President & CEO is on schedule and appropriately briefed for all appointments. Work in consultation with the Chief of Staff to provide the President & CEO updates regarding scheduling issues and various inquiries and/or concerns directed to the Executive Office.
  • Arrange complex and detailed travel plans for the President & CEO, provide itineraries and agendas, compile documents for travel-related meetings, and complete travel authorizations and expense reports on behalf of the President & CEO.
  • Demonstrate leadership to maintain credibility, trust, and support with the Executive Leadership Team, National Leadership team, staff, and families. Work with members of the Executive Leadership Team, Board of Directors, and stakeholders outside the organization, and serve as the liaison with the nation-wide organization.
  • Coordinate the flow of incoming and outgoing communications to the President & CEO's office by receiving, routing, and/or responding to incoming communications, to include all correspondence directed to the President & CEO's email account, and determining the appropriate office, department, or agency for outgoing communications. Compose and prepare confidential and sensitive correspondence, meeting agendas, and minutes. Identify, prioritize, and coordinate meeting materials and follow-up documents to assist the President & CEO in accomplishing objectives, deadlines, and commitments for major organizational initiatives and working groups. Receive confidential mail and inquiries on behalf of the President & CEO and forward correspondence to the Chief of Staff for review and action and, as directed, copies to other Executive Leaders for informational purposes. Coordinate with Development, Marketing, and Communications teams to follow through on correspondence to major donors. Maintain confidential information relating to all levels and areas of organizational management and Board of Directors related items.
  • Serve as formal liaison to the Board of Directors and point of contact for all initiatives, both logistical and tactical. Manage all aspects of board-level committees, prepare agendas in partnership with the President & CEO, Chief of Staff, and various Committee Chairs, assemble and disseminate preparatory materials, attend meetings to capture next steps and official minutes, reserve meeting room space, and coordinate video technology. In collaboration with the Development team as necessary, ensure all meetings, retreats, and fundraising events that implicate the Board are scheduled, calendared, and shared with Directors well in advance. Travel to and attend Board meetings three to four times per year, manage all day-of operations, meeting set-up and break-down, communicate with site teams, prepare meeting minutes, and capture next steps. Assemble all Board documents for the organization's leadership team and ensure they have all requisite materials in preparation for the meeting. Support the Board's growth by tracking candidates, assembling details, following up with respective point persons, and arranging meetings or site visits as necessary. Assemble requisite materials and facilitate the onboarding of new Directors on the Board. Prepare recognition plaques and celebrations of those who rotate off the Board.
  • Manage special events and retreat logistics, schedule events with appropriate offices and departments, advise/contact participants or guests, coordinate travel and schedules for guests to the organization, make reservations for flights, hotels, restaurants, and meeting venues, prepare meeting agendas, itineraries, and information materials, and arrange for audiovisual and associated support equipment as needed. Use independent judgment regarding event alternatives, modifications, or last-minute changes, and coordinate or provide support.
  • Guide Executive Office on organizational procedures and maintain files to include correspondence and official documents and reports. Submit expense reports and ensure the President and CEO approves payroll and expense reports in a timely manner.
  • Remain competent and current through self-directed professional reading, developing professional relationships with colleagues, attending professional development seminars, and attending training and/or courses.

Skills & Experience Required

  • Bachelor's degree and a minimum of 12 years experience providing executive-level support in a fast-paced environment or the equivalent combination of education and experience.
  • Proven ability to handle and process highly sensitive and confidential information with discretion, be adaptable to various competing demands, and demonstrate the highest level of professionalism.
  • Ability to juggle multiple competing priorities in a complex environment with limited direction and superior attention to detail. Excellent written, interpersonal, organizational, and verbal communication skills.
  • Follow-through, flexibility, discretion, judgment, accuracy, diplomacy, and tact; demonstrated ability to take initiative and multi-task, adapt to changing priorities and meet deadlines; ability to maintain and reconcile complex office and project deliverables.
  • Exceptional knowledge of the tools utilized by College Track: Microsoft Word, Excel, PowerPoint, and be adaptive to learn Google affiliated tools.
  • Demonstrated ability to hold others accountable for behavior supportive of a diverse and inclusive community; flexibility to work evenings and weekends is required.

Additional Requirements

College Track requires that the holder of this position be fully vaccinated against COVID-19, as defined by the CDC.

College Track requires proof of vaccination from each current and future employee.

Reporting Relationships

This position reports to the Chief of Staff. In addition, this position may provide direction, guidance, and supervision to other Executive Assistants and Office Coordinators as required.

Compensation & Benefits

College Track offers a competitive, region specific salary based on the organization’s compensation philosophy, which is grounded in market data. We also offer comprehensive health & welfare benefits and top-of-the-market paid time off.

College Track works to remove barriers for first generation college students on their journey to college completion. Our commitment to removing barriers for first generation college students doesn't stop when college ends. While we hire great people from a wide variety of backgrounds, we especially encourage applicants who identify as first-generation college graduates to apply for open opportunities on staff.

College Track is an equal opportunity employer fully committed to achieving a diverse workforce. College Track does not discriminate on the basis of race, age, color, religion, national origin or ancestry, sex, gender, disability, veteran status, genetic information, sexual orientation, or gender identity or expression.

To apply:

Please submit a PDF resume and thoughtful cover letter with your application. Additionally, please answer the following questions:

1. Ideally, the person hired for this role will start in early to mid-January. We will be actively interviewing candidates through November and December. Please confirm that you will remain available for interviewing through these months and able to start in January.

2. Please confirm that you meet all the requirements listed above, and/or explain the ways you do not.

3. Share something fun or unique about yourself; we’d love to know there is a human being applying for this job!

Thank you for your time reviewing this job description and applying for the job. Due to the volume of responses we receive, we will not be able to acknowledge each application. If we feel you could be a good fit for this position, we will contact you. Please do not contact us multiple times. No phone inquires, please.'
Work Remotely

  • No

Job Type: Full-time

Pay: From $105,000.00 per year


  • Health insurance
  • Paid time off


  • Monday to Friday

COVID-19 considerations:
College Track requires that the holder of this position be fully vaccinated against COVID-19, as defined by the CDC. College Track requires proof of vaccination from each current and future employee.


  • Bachelor's (Required)


  • executive support (or very similar): 10 years (Required)

Work Location: One location

Oakland, CA 94607, US
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