Executive Associate II (S03803)

Montgomery College

1d•Hybrid

About The Position

Montgomery College has an immediate need for a full-time Executive Associate II supporting the Office of Information Technology (OIT). The work schedule is Monday – Friday 8:30am – 5:00pm. This is a non-bargaining, exempt, grade 27 position. This position is eligible for one day of telework per week. Telework eligibility granted after successful completion of the six-month probationary period and depending on the needs of the unit. Montgomery College promotes and creates a working and learning environment rooted in the basic tenets of fairness, belonging, and inclusiveness. The work involves providing high-level administrative, technical, and operational support to the Chief Information Officer (CIO) and the Office of Information Technology (OIT). The Executive Associate II facilitates executive-level operations, coordinates leadership activities, and supports institutional priorities through effective organization, communication, and governance support. This role is responsible for organizing and carrying out complex office activities, supporting leadership initiatives, and maintaining confidential and sensitive information. The position involves internal communication throughout Montgomery College and with external stakeholders. In this capacity, the Executive Associate II provides information, supports executive scheduling, coordinates meetings and events, and ensures efficient office operations aligned with institutional goals.

Requirements

High school diploma or GED including or supplemented by courses in office practices, communications, or related areas.
Five years of progressively responsible experience supporting senior-level executives or leadership teams.
Demonstrated ability to perform advanced administrative and operational duties in a complex environment.
Strong written communication skills, including the ability to prepare summaries, reports, and executive-level correspondence.
Experience handling confidential information with discretion and professionalism.
Strong writing skills including grammar and formatting, and basic record-keeping practices.
Proficiency in Microsoft Office Suite and experience with enterprise systems such as Workday or similar platforms.
Strong organizational, prioritization, and problem-solving skills.
Ability to manage multiple tasks and meet deadlines in a fast-paced environment.
Eligible applicants must currently be authorized to work in the United States and not require employer visa sponsorship.

Responsibilities

Performs advanced administrative duties and ensures compliance with established policies and procedures regarding office services, College protocols, and executive operations.
Serves as the initial point of contact for the CIO’s office; responds to inquiries and directs communications to appropriate individuals or departments.
Manages and maintains the CIO’s calendar, including scheduling meetings, resolving conflicts, and ensuring alignment with institutional priorities and leadership commitments.
Prepares materials, briefings, and supporting documentation for meetings, presentations, and executive engagements.
Plans, coordinates, and supports leadership meetings, including agenda development, meeting logistics, and documentation of outcomes.
Attends meetings, takes summary notes, and distributes minutes; tracks action items and ensures follow-up on decisions and assignments.
Drafts, edits, and prepares executive communications, reports, and presentations.
Maintains confidentiality of sensitive information and exercises sound judgment in handling executive matters.
Coordinates travel arrangements, expense reporting, and reimbursements using College systems such as Workday, ensuring accuracy and compliance.
Supports financial and administrative processes related to executive operations, including tracking expenses and maintaining records.
Plans and coordinates departmental events, leadership meetings, retreats, and other OIT-related activities.
Provides coordination and administrative support to the broader IT leadership team as needed.
Maintains manual and/or automated records, files, and documentation related to executive and departmental activities, ensuring accuracy and confidentiality.
Supports project tracking across OIT priorities and assists in monitoring progress on key initiatives.
Coordinates with internal departments and external stakeholders to support executive operations and institutional initiatives.
Assists in training or coordinating work for student assistants, interns, or temporary administrative support staff when applicable.
Manages multiple priorities, projects, and stakeholder needs simultaneously in a fast-paced executive environment.
Performs other duties as assigned.