What are the responsibilities and job description for the Executive Assistant position at Maricopa Community Colleges?
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.
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.
