What are the responsibilities and job description for the Executive Assistant position at Maricopa Community Colleges?
Paradise Valley Community College (PVCC) is seeking an experienced and detail-oriented Executive Assistant to provide comprehensive executive-level support to the College President. This pivotal role serves as the primary liaison and first point of contact for the Office of the President, ensuring effective communication and seamless coordination with internal and external stakeholders, including faculty, staff, executives, and community partners.
The Executive Assistant is responsible for managing the President's complex calendar and schedule, independently preparing correspondence and memoranda, and prioritizing communications to align with the College's strategic objectives. This role oversees the daily operations of the President's Office, organizes high-level meetings, events, and retreats, and ensures timely preparation and distribution of meeting agendas and minutes. The position also involves coordinating complex travel arrangements for executives, including planning itineraries, managing logistics, and ensuring all travel aligns with organizational priorities and budgets.
Key functions include monitoring budgets, preparing financial reports, and managing procurement processes such as purchase requisitions, contracts, and payments. The Executive Assistant coordinates communication and activities across departments and external organizations, maintains confidential records, and ensures compliance with district policies and procedures. Additionally, this role supports other executive team members' projects and initiatives, supervises assigned staff (e.g., student workers), and keeps the President apprised of office activities, deadlines, and project progress.
This position is integral to fostering an efficient and professional environment within the Office of the President, contributing to the success of PVCC's mission and goals through exceptional organizational skills, proactive problem-solving, and an unwavering commitment to excellence.
Additional Information
PVCC is proud to be a Hispanic-Serving Institution (HSI)
Paradise Valley Community College (PVCC) is a Hispanic-Serving Institution (HSI) since 2021. This designation reflects our commitment to fostering an inclusive and supportive environment where students, staff, and faculty from all backgrounds-especially our Hispanic and Latine communities-can thrive academically and personally.
Hispanic-Serving Institutions (HSIs) are defined by the Higher Education Act as degree-granting institutions with Full-Time Equivalent undergraduate enrollments of at least 25% Hispanic. (For the complete federal definition, please visit www.hacu.net.) PVCC has 30% of Hispanic students currently enrolled.
Servingness is a concept that argues a multidimensional and conceptual way to understand what it means to move from simply enrolling Latinx students to actually serving them. PVCC strives to become a serving institution.
Servingness is a concept that argues a multidimensional and conceptual way to understand what it means to move from simply enrolling Latinx students to actually serving them. PVCC strives to become a serving institution.
Essential Functions
30% Manages College President's schedule and calendar, prioritizes and manages office communications, and prepares correspondence and memoranda independently or from oral instruction including material of a confidential nature. Prioritizes and determines appropriate course(s) of action, referral or response, exercising judgment to reflect the College President and/or MCCCD style and organization policy. Serves as first contact for most matters related to the Office of the President and acts as liaison for the office with other executives, faculty, staff and external contacts. Initiates and answers telephone calls; screens and directs calls and visitors to appropriate personnel; schedules and confirms appointments and meetings, maintains executive calendars.
25% Organizes and manages the day-to-day activities of the Office of the President to assure efficient and effective business operations; keeps the College President apprised of office activities, project status, approaching deadlines, and other initiatives. Performs complex administrative duties requiring specialized and extensive knowledge of the operations of the Office of the President. Exercises independent judgment and confidentiality in communicating and disseminating information regarding district policies and procedures and current initiatives and business plans. Plans high level meetings, conferences, special events, retreats, etc. Coordinates complex executive travel arrangements, including planning itineraries, and managing logistics from end to end.
20% Prepares agenda items and backup materials for meetings; takes and transcribes meeting minutes and distributes to appropriate personnel. Coordinates communication and activities with district, departments and personnel, educational institutions, other outside organizations, and the public as appropriate and manages information flow. Maintains confidential files and records, including information regarding board, district, or controversial matters. Monitors and maintains current financial and budget information; assists with budget preparation, and manages funds to balance accounts.
20% Provides administrative support for identified departments reporting directly to the Office of the President; including preparing purchase requisitions, purchase orders, payments, generating contracts, monitoring budgets and departmental communications.
5% Performs other duties as assigned.
The Executive Assistant is responsible for managing the President's complex calendar and schedule, independently preparing correspondence and memoranda, and prioritizing communications to align with the College's strategic objectives. This role oversees the daily operations of the President's Office, organizes high-level meetings, events, and retreats, and ensures timely preparation and distribution of meeting agendas and minutes. The position also involves coordinating complex travel arrangements for executives, including planning itineraries, managing logistics, and ensuring all travel aligns with organizational priorities and budgets.
Key functions include monitoring budgets, preparing financial reports, and managing procurement processes such as purchase requisitions, contracts, and payments. The Executive Assistant coordinates communication and activities across departments and external organizations, maintains confidential records, and ensures compliance with district policies and procedures. Additionally, this role supports other executive team members' projects and initiatives, supervises assigned staff (e.g., student workers), and keeps the President apprised of office activities, deadlines, and project progress.
This position is integral to fostering an efficient and professional environment within the Office of the President, contributing to the success of PVCC's mission and goals through exceptional organizational skills, proactive problem-solving, and an unwavering commitment to excellence.
Additional Information
PVCC is proud to be a Hispanic-Serving Institution (HSI)
Paradise Valley Community College (PVCC) is a Hispanic-Serving Institution (HSI) since 2021. This designation reflects our commitment to fostering an inclusive and supportive environment where students, staff, and faculty from all backgrounds-especially our Hispanic and Latine communities-can thrive academically and personally.
Hispanic-Serving Institutions (HSIs) are defined by the Higher Education Act as degree-granting institutions with Full-Time Equivalent undergraduate enrollments of at least 25% Hispanic. (For the complete federal definition, please visit www.hacu.net.) PVCC has 30% of Hispanic students currently enrolled.
Servingness is a concept that argues a multidimensional and conceptual way to understand what it means to move from simply enrolling Latinx students to actually serving them. PVCC strives to become a serving institution.
Servingness is a concept that argues a multidimensional and conceptual way to understand what it means to move from simply enrolling Latinx students to actually serving them. PVCC strives to become a serving institution.
Essential Functions
30% Manages College President's schedule and calendar, prioritizes and manages office communications, and prepares correspondence and memoranda independently or from oral instruction including material of a confidential nature. Prioritizes and determines appropriate course(s) of action, referral or response, exercising judgment to reflect the College President and/or MCCCD style and organization policy. Serves as first contact for most matters related to the Office of the President and acts as liaison for the office with other executives, faculty, staff and external contacts. Initiates and answers telephone calls; screens and directs calls and visitors to appropriate personnel; schedules and confirms appointments and meetings, maintains executive calendars.
25% Organizes and manages the day-to-day activities of the Office of the President to assure efficient and effective business operations; keeps the College President apprised of office activities, project status, approaching deadlines, and other initiatives. Performs complex administrative duties requiring specialized and extensive knowledge of the operations of the Office of the President. Exercises independent judgment and confidentiality in communicating and disseminating information regarding district policies and procedures and current initiatives and business plans. Plans high level meetings, conferences, special events, retreats, etc. Coordinates complex executive travel arrangements, including planning itineraries, and managing logistics from end to end.
20% Prepares agenda items and backup materials for meetings; takes and transcribes meeting minutes and distributes to appropriate personnel. Coordinates communication and activities with district, departments and personnel, educational institutions, other outside organizations, and the public as appropriate and manages information flow. Maintains confidential files and records, including information regarding board, district, or controversial matters. Monitors and maintains current financial and budget information; assists with budget preparation, and manages funds to balance accounts.
20% Provides administrative support for identified departments reporting directly to the Office of the President; including preparing purchase requisitions, purchase orders, payments, generating contracts, monitoring budgets and departmental communications.
5% Performs other duties as assigned.
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