Executive Assistant

Maricopa Community College district
long term disability, tuition reimbursement
United States, Arizona, Phoenix
Jan 24, 2025
Executive Assistant Job ID: 320977 Location: Paradise Valley Community Coll Full/Part Time: Regular/Temporary: Regular Salary Range $51,558 - $67,025/annually, DOE Grade 114 Work Schedule Monday - Friday, 8am - 5pm; some evenings and weekends may be required 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 Campus Statement Paradise Valley Community College (PVCC) is a Learning Centered College that supports a diverse and inclusive environment where mutual respect, equity and understanding and incorporating views from dissimilar frames of reference are encouraged and valued. Please review PVCC's track record and join us on our continued path of student success. PVCC's Commitment to Diversity, Equity and Inclusion: As a college we embrace equity, engagement, inclusion and innovation. We seek to continuously improve our campus through diverse identities, expertise and perspectives. We are committed to creating engaging relationships that inspire and support all learners to increase their capacity for personal growth and positive social change. PVCC provides access to these opportunities in a welcoming, inclusive, and supportive environment for all our students, employees, and community members. Benefits The Maricopa County Community College District (MCCCD) is committed to providing you with a competitive, comprehensive benefits program that provides the care you and your family need to lead healthy and productive lives. Our benefits are designed to provide support for every life stage and lifestyle in our community. Benefits & Perks Options: 20 paid observed holidays Arizona State Retirement System (ASRS) & 12% Employee Contribution Match (Pension, Long Term Disability, and Health Insurance) Paid vacation, sick, and personal time Maricopa Employee Store: Perks & Gears (exclusive discounts and offers for Maricopa Community Colleges faculty and staff) Annual professional development growth funding Tuition reimbursement for employees and dependents Flexible work schedules Maricopa Employee Health & Wellness Program: Sight-On-Site Eye Care Services Diabetes Empowerment Education Program Mobile On-site Mammography Screenings Employee Assistance Program (EAP) Wondr online program that teaches clinically-proven, healthy habits that lead to less stress, better sleep, weight loss, and more. Pre-Retirement Events Public Service Loan Forgiveness (may forgive the remaining balance on a federal student loan made directly by the U.S. Department of Education after qualifying). 10+ Maricopa Affinity Resource Employee Groups (Celebrates diversity, embraces inclusion, and supports employees, students, and community!) Job Summary 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. Minimum Qualifications Bachelor's Degree from a regionally accredited institution and three (3) years 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 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 Evidence of strong written communication skills as demonstrated in the applicant's cover letter and resume. Three (3) or more years' experience providing administrative support for an Executive Leader in a complex organization while exercising discretion and maintaining confidentiality Three (3) or more years' experience working in an education environment, preferably a community college or university. Three (3) or more years' experience composing, designing, formatting and editing documents, correspondence, presentations and other communication material utilizing industry standard technology (ie. Microsoft Office, Google Suite or like programs) Three (3) or more years' experience managing a high volume of scheduling, complex coordination of significant activities, large group meetings and events. Special Working Conditions May require possession of a valid State of Arizona Class D Driver's License or other state license; employee must meet district minimum standards regarding driving: https://www.maricopa.edu/about/careers/application-information#mvd Travel to campus during interview/selection process will be at candidate's own expense MCCCD does not sponsor individuals for any type of work visas Will be required to travel or be assigned to all MCCCD locations Will require travel or work at the Black Mountain campus May require numerous evenings or weekends May require prolonged periods of standing, sitting and viewing a computer screen May be required to lift or carry up to #25 lbs. 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. The https://www.google.com/url?q=https://maricopa.learn.taleo.net/files/upload/tts/hcm/Employee_Self-Service/InternalApplicantQRG.pdf&source=gmail&ust=1647202192828000&usg=AOvVaw2DkqZBwZsXSmE9tCzvutZ-" href="https://apptrkr.com/get_redirect.php?id=5952287&targetURL=https://maricopa.learn.taleo.net/files/upload/tts/hcm/Employee_Self-Service/InternalApplicantQRG.pdf" target="_blank">HCM Internal Applicants Quick Reference Guide will provide the steps on how to access the Internal Applicant careers page. 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 Apply on or before Monday, February 3, 2025 to be considered. 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=320977&PostingSeq=1 jeid-2f73bde391f7ad48b122f596b787e2e9