Executive Assistant

Executive Assistant

Job ID: 321246
Location: Estrella Mountain Comm College
Full/Part Time: Full Time
Regular/Temporary: Regular

Salary Range

$51,558.00 - $67,025.00/annually, DOE

Grade

114

Work Schedule

To best serve the students, department, and college, this position is fully in-person.

Work Calendar

12 Months

Maricopa Summary

10 Colleges. Unlimited Opportunities.

The Maricopa County Community College District is one of the largest community college systems in the nation. Home to 10 individually accredited community colleges and 31 satellite locations, we proudly serve students in every corner of the Valley. Each day, our dedicated faculty, staff, and administrators, live out our vision- creating excellence in education for a better world.

We focus on people-not profits.
With 100% acceptance, zero rejections, and affordable tuition, we provide the flexibility and support our students need to succeed in and beyond the classroom. Discover how we're changing college.

We don't just support our community-we help build it.
We are the largest provider of workforce development training in the state. The activities of our colleges and their students support one out of every 28 jobs in Maricopa County. Learn about our economic impact.

We believe our employees are our most valuable asset.
Our 10 colleges and District Office support nearly 10,000 jobs and careers throughout Greater Phoenix.

Join us in making a real difference in the lives of over 140,000 college students each year.

Benefits

Maricopa County Community College District (MCCCD) is committed to providing a competitive and comprehensive benefits program that supports our employees' and their families' health and well-being. Therefore, the MCCCD benefits support every stage of life and are designed to meet the diverse needs of our community. Explore the wide range of benefits and perks available to eligible employees at MCCCD:

Affordable and Comprehensive Benefits Package:

Nationwide Medical, Dental, and Vision Coverage

Paid Time Off: Vacation, Sick Leave, and Personal Time

20 Paid Observed Holidays

Company-paid Life Insurance, AD&D, and Short-Term Disability plans, with the option to purchase supplemental coverage

Arizona State Retirement System (ASRS) Pension, including Long Term Disability and Retiree Health Insurance with 100% employer-matching contributions

Optional Retirement Plans: 403(b), 457(b), Roth 403(b), Roth 457(b)

Tuition Reimbursement for employees and dependents

Annual Professional Development Funding

Flexible Work Schedules

Employee Health & Wellness Programs:

District-Wide Wellness Program with Workshops and Webinars

Monthly Health & Wellness Calendar and Newsletter

Virta Diabetes Reversal Program, Support Groups, and Diabetes Empowerment Education Programs

Employee Assistance Program (EAP)

Sight-On-Site Eye Care Services

Mobile On-Site Mammography Screenings

Pre-Retirement Planning Events

Qualifying Employer for Public Service Loan Forgiveness (potential loan forgiveness for federal Direct Loans after meeting repayment requirements and working full-time for an eligible employer)

Job Summary

The President at Estrella Mountain Community College (EMCC) is hiring an Executive Assistant to provide high-level, executive support to the Office of the President including all direct-report departments as needed.

This position is responsible for providing comprehensive executive-level administrative support and/or is the center for coordinating the administrative processes or workflows and office operations of the executive.

This position serves as the first contact for most matters related to the executive(s)'s office and serves as a liaison with other executives, faculty, staff, and external contacts.

Essential Functions

40% Executive Support

Performs administrative and general office activities in support of the office of the president executives and programs; acts as the primary point of contact for external and internal stakeholders and responds to inquiries; ensures confidentiality of information and safeguards the security of data and records; maintains executives' calendars with accuracy, makes travel arrangements, including transportation, schedules, reservations, itineraries, and travel requisitions.

20% Project Coordination

Coordinates, implements, and troubleshoots assigned projects including meetings, conferences, events, programs, and initiatives; updates stakeholders on progress; ensures deadlines and timelines are met; oversees special projects to ensure compliance with State and MCCCD District policies and procedures; and stays up-to-date on training, regulations, policies, and procedures; leverages various technology solutions to coordinate project efficiencies.

15% Financial Processes

Monitors and maintains the office of the president's budget. Purchases supplies and equipment; tracks expenditures through requisitions, purchase orders, or pro card; creates and reconciles travel expense reports; researches and communicates discrepancies to the business services division; manages receipt, storage, and distribution of supplies.

15% Communication and Reporting

Prepares meeting invitations, agendas, documents, and notes; attends meetings, keeps minutes, and follows up on commitments made; creates forms, templates, presentations, training materials, and correspondence; submits reports and data, including charts, graphs, directories, databases, and summaries; researches and reviews policies and procedures to ensure compliance. Coordinates communication and activities with system departments and personnel, educational institutions, other outside organizations, and the public as appropriate and manages information flow (ie. the office of the president's email account)

10% Other duties as assigned commensurate to the grade of the position.

Minimum Qualifications

Bachelor's Degree from a regionally accredited institution and three (3) years of full-time equivalent varied and increasingly responsible office and/or administrative support experience, similar to work described above, of which a minimum of 1-year experience includes supporting an executive-level position.

OR

Associate degree from a regionally accredited institution and five (5) years of full-time equivalent varied and increasingly responsible office and/or administrative support experience, similar to work described above, of which a minimum of 1-year experience includes supporting an executive-level position.

An equivalent combination of the conferred degree and directly related full-time work experience which involves progressively responsible administrative support work, as described above sufficient to successfully perform the essential duties of the job such as those listed above, unless otherwise subject to any other requirements set forth in law or regulation, may be considered.

Desired Qualifications

•  Experience in providing administrative support to an Executive Level leader and/or Executive-level team and acting as a primary point of contact for high-level executive(s) such as management of phone calls, electronic communications, and interfacing with in-person guests
•  Experience composing, designing, formatting, and editing documents, correspondence, presentations, and other communication materials using Microsoft Office Suites, Google Workspace Apps, and virtual meeting programs
•  Experience in meeting planning including high-level protocol, note-taking, technology, agenda communication, pre and post-meeting follow-up, and facilitation.
•  Experience managing multiple executive-level schedules/calendars that require high-level organization and attention to detail with a constant rearranging of priorities.
•  Experience in project management, event/meeting planning, scheduling, and communication with key executive(s), with an ability to organize and coordinate multiple concurrent projects.
•  Experience in monitoring and tracking budgets, coordinating travel arrangements, financial reconciliation, purchasing

Special Working Conditions

May be required to work outside of regular business hours for special events.

May view a computer monitor for a prolonged period of time.

How to Apply

Applicants are required to submit a cover letter and resume showing how the applicant meets the minimum and desired qualifications. All minimum requirements must be met at the time of the application.

Additional materials will not be accepted after the job posting has closed.

Missing materials or incomplete employment history will not be considered.

Please ensure your materials clearly provide the following information.
•  Clearly illustrate how prior experience, knowledge and education meet the minimum and desired qualifications for this position.
•  Indicate whether former or current employment is Full-Time or;
•  Part-Time employment, to include Adjunct or Associate Professor (must include number of hours worked, contact hours or load)
•  Provide employment history in a month/year format (e.g., 09/07 to 10/11) including job title, job duties, for each position held and name of employer for each position.
•  Three professional references . click apply for full job details