Executive Assistant Senior Job at Maricopa Community Colleges District in Tempe

The Executive Assistant Sr. provides high-level administrative support to the Chief Human Resources Officer (CHRO), serving as a central point for coordinating workflows, office operations, and administrative processes. This role is responsible for organizing, prioritizing, and managing the executive's administrative functions to ensure efficient office operations while maintaining the highest standards of confidentiality.

As the primary contact for matters related to the executive's office, the Executive Assistant Sr. acts as a liaison between the executive and internal stakeholders, including executives, faculty, staff, as well as external partners. This position may also monitor the progress of projects, milestones, and initiatives while supporting programs overseen by the CHRO.

Essential Functions

30% Calendar, Communication, and File Management

* Manages the CHRO's schedule and calendar, prioritizing and overseeing office communications.

* Prepares correspondence and memoranda independently or based on verbal instructions, including handling confidential materials with discretion.

* Assist with establishing, organizing, and maintaining the Human Resources file management system to ensure compliance with organizational policies.

* Exercises independent judgment to determine appropriate actions, referrals, or responses, aligning with the CHRO's preferences and organizational policies.

* Serves as the primary contact for most matters related to the CHRO's office, and acts as liaison between the office and internal/external stakeholders to ensure effective communication.

30% Office Operations and Event Planning

* Organizes and oversees the daily activities of the CHRO's office to ensure efficient operations.

* Keeps the CHRO apprised of office activities, project updates, and impending deadlines.

* Performs complex administrative tasks requiring extensive knowledge of the CHRO office's operations.

* Ensures confidentiality when disseminating information related to district policies, procedures, and strategic initiatives.

* Plans and executes high-level meetings, conferences, special events, and retreats, including travel arrangements.

25% Meeting Preparation and Communication Coordination

* Prepares agendas, meeting notes, and supplement materials, distributing them to appropriate personnel.

* Oversees travel arrangements and membership activities for the CHRO's office.

* Coordinates communication and activities with district departments, educational institutions, external organizations, and the public.

* Manages the flow of information and maintains confidential records, including sensitive materials related to board and district matters.

15% Administrative Support and Miscellaneous Duties

* Provides administrative support to staff reporting directly to the CHRO, including handling purchase requisitions, purchase orders, and payments.

Performs other duties as assigned to support the overall objectives of the CHRO's office.