Executive Assistant Senior Job at Maricopa Community College district in Tempe

Executive Assistant Senior

Job ID: 320845
Location: District Support Services Cntr
Full/Part Time: Full Time
Regular/Temporary: Regular

Salary Range

$59,028.00 - $76,737.00/annually, DOE

Work Schedule

Monday - Friday, 8am - 5pm
Summer Hours: Monday - Thursday, 7am-6pm

Work Calendar

12 Months

Maricopa Summary

Are you looking for a place to work where you can make a real difference in the lives of over 200,000 college students every year?

Would you like to be part of an organization that adds $7.2 billion dollars to the economy and supports nearly 100,000 jobs in the fastest growing county in the United States?

Whether you're teaching, working, or learning Make It Happen At Maricopa County Community Colleges!

About Us

What's Currently Happening at Maricopa

• Many of our campuses have received grant awards through the National Science Foundation to improve undergraduate STEM Education: Hispanic-Serving institutions program (HSI Program).
• Commitment to diversity, inclusion, equity and employee groups to create an environment of shared governance
• One of the largest community college systems in the country
• 2020 Healthy Arizona Worksites Program recipient
• Named 19th Best Employer for Women by Forbes
• 2019 No. 42 in Arizona's Best Employers

Job Summary

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.
  

Minimum Qualifications

Bachelor's Degree from a regionally accredited institution in business administration and five (5) full-time equivalent years of varied and increasingly responsible office secretarial or administrative office support experience including public contact. A minimum of two (2) years of experience supporting a senior executive-level manager.

OR

An equivalent combination of the conferred degree and directly related full-time work experience 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

1. Three (3) or more years of experience supporting senior-level leadership within higher education, a community or governmental organization, or a comparable fast-paced environment.
2. Three (3) or more years of experience in project management or project support. Such as leading or supporting projects or managing a portfolio of tasks across diverse teams and/or stakeholders.
3. Evidence of strong communication skills as demonstrated in the applicant's cover letter and resume.
4. Experience handling sensitive information or communications while maintaining strict confidentiality.
5. Five (5) or more years of advanced experience using Microsoft Suite or Google Suite products as demonstrated through prior work experience detailed in the resume and cover letter.
   

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, preferably current and/or former supervisors. If references are not provided in resume upon application, they will be requested at time of interview.

Posting Close Date

Open until filled

First Review December 9, 2024

Applications received after the review date may not be screened

EEO, Title IX, & Clery Act

Maricopa County Community College District (MCCCD) will not discriminate, nor tolerate discrimination in employment or education, against any applicant, employee, or student because of race, color, religion, sex, sexual orientation, gender identity, national origin, citizenship status (including document abuse), age, disability, veteran status or genetic information.

Title IX of the Education Amendments of 1972, states: "No person in the United States shall, on the basis of sex, be excluded from participation in, be denied the benefits of, or be subjected to discrimination under any education program or activity receiving Federal financial assistance."

The policy of the MCCCD is to provide an educational, employment, and business environment free of gender discrimination. Incidents of misconduct should be reported to the college Title IX Coordinator, as outlined in policy, contact information is available at this link Title IX Coordinators.

The Clery Act is a Federal law requiring United States Colleges and Universities to disclose information about crime on and around their campuses. Crime reporting data for each of the Maricopa Community Colleges, as required under the Clery Act, is available at this link Clery Act.

To apply, visit https://jobs.maricopa.edu/psp/MCPAHPRD/EMPLOYEE/HRMS/c/HRS_HRAM_FL.HRS_CG_SEARCH_FL.GBL?Page=HRS_APP_JBPST_FL&Action=U&FOCUS=Applicant&SiteId=1000&JobOpeningId=320845&PostingSeq=1

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