Executive Assistant

Maricopa Community Colleges District•Tempe, AZ

36d

About The Position

Leads the administrative processes, workflows and office operations for the executive team at the college. Coordinates administrative and office details, tasks, and functions ensuring effective and efficient office operations while maintaining the confidentiality of a variety of information. The position serves as the first point of contact. It performs research on complicated matters for successfully completing responsibilities, including meeting with internal and external stakeholders, coordinating logistics, managing and maintaining statistics, and budget administration. May represent an executive team member on calls, video conferences, meetings, and events when the executive is unavailable. Essential Functions 35% - Organizes and manages the day-to-day activities of the executive office, including the Vice Presidents of Academic Affairs, Student Affairs, and Administrative Services, in collaboration with other senior administrative staff to ensure efficient and effective operations. Keeps the Vice Presidents and Deans apprised of office activities, project status, approaching deadlines, and ongoing initiatives. Develops, monitors, and maintains data collection and reporting systems related to departmental programs and priorities. 25% - Assists in planning high-level meetings, conferences, retreats, and special events across multiple divisions. Collaborates with senior administrative staff to manage executive team projects and initiatives. Interprets and applies procedures and protocols related to executive operations. Manages complex calendars and schedules, and coordinates domestic and international travel arrangements for multiple executive team members. Prioritizes and manages communications, prepares correspondence including confidential materials and serves as the first point of contact for inquiries directed to the Vice Presidents. 25% - Prepares agendas and supporting materials for meetings; develops surveys and questionnaires; takes and transcribes meeting minutes; and distributes documentation to appropriate personnel. Coordinates communication and activities with district departments, educational institutions, external organizations, and the public. Manages information flow and maintains confidential files and records, including sensitive matters involving personnel, budget, or institutional strategy. Monitors and maintains financial and budget information; assists with budget preparation and reconciliation; and ensures accounts are balanced. Manages and updates executive office web pages and content. Develops and delivers presentations as needed. 15% - Participates in strategic planning efforts across supported divisions. Conducts research and compiles data to support the preparation of statistical and narrative reports. Serves on committees, task forces, councils, and other stakeholder groups as a representative of the executive offices

Responsibilities

Organizes and manages the day-to-day activities of the executive office
Keeps the Vice Presidents and Deans apprised of office activities, project status, approaching deadlines, and ongoing initiatives.
Develops, monitors, and maintains data collection and reporting systems related to departmental programs and priorities.
Assists in planning high-level meetings, conferences, retreats, and special events across multiple divisions.
Collaborates with senior administrative staff to manage executive team projects and initiatives.
Interprets and applies procedures and protocols related to executive operations.
Manages complex calendars and schedules, and coordinates domestic and international travel arrangements for multiple executive team members.
Prioritizes and manages communications, prepares correspondence including confidential materials and serves as the first point of contact for inquiries directed to the Vice Presidents.
Prepares agendas and supporting materials for meetings
Develops surveys and questionnaires
Takes and transcribes meeting minutes
Distributes documentation to appropriate personnel.
Coordinates communication and activities with district departments, educational institutions, external organizations, and the public.
Manages information flow and maintains confidential files and records, including sensitive matters involving personnel, budget, or institutional strategy.
Monitors and maintains financial and budget information
Assists with budget preparation and reconciliation
Ensures accounts are balanced.
Manages and updates executive office web pages and content.
Develops and delivers presentations as needed.
Participates in strategic planning efforts across supported divisions.
Conducts research and compiles data to support the preparation of statistical and narrative reports.
Serves on committees, task forces, councils, and other stakeholder groups as a representative of the executive offices