Executive Administrative Assistant - Academic Affairs

40 Hours | Flexible schedule to meet department needs to include evenings and weekends. Additional hours beyond schedule may be required. The Executive Administrative Assistant provides confidential, high-level administrative support to MCC Cabinet members, managing their calendars, communications, and office operations. The position handles confidential information, prepares reports, and coordinates meetings and events. The role requires excellent organizational skills, attention to detail, and the ability to multitask in a fast-paced environment. Strong communication and interpersonal skills are essential for liaising with internal and external stakeholders. Proficiency in a variety of office software and the ability to anticipate the needs of their supervisor are also crucial. This position requires problem-solving and decision-making to ensure optimal departmental functions. Providing excellent customer service to employees, students and external visitors, the Executive Assistant often acts as a concierge, managing the flow of information and prioritizing tasks to maximize their supervisor's effectiveness and efficiency. This role may also be involved in special projects, providing research and support to help achieve institutional goals.

DEPARTMENTAL SPECIFIC DUTIES

The Executive Administrative Assistant, Academic Affairs supports a variety of Academic Affairs efforts, including the following areas of academic support that report to the Associate Vice President of Academic Affairs (AVPAA): Center for Teaching and Learning, Phi Theta Kappa, First Year College Experience, Learning Communities, Study Abroad, and Curriculum, Articulation and Transfer. Provide confidential support for the VP or Chief officer of their assigned division and, as appropriate, members of their team, responding to a wide variety of inquiries from College employees, students and community members Create and maintain a variety of deliverables, including but not limited to: presentations; reports; spreadsheets; meeting minutes and agendas; manuals; forms; etc., aligning with College branding standards Contribute administrative support for projects such as Board reports, ICCB and accreditation reporting, contract negotiations, and compliance-related activities by gathering data, composing drafts, proofreading/editing, and disseminating and updating information in a variety of ways In support of contract negotiations for one of MCC's four collective bargaining units, depending upon need, administrative support may include scheduling of negotiating sessions, taking minutes of the negotiations, creation and management of a Teams channel dedicated to the negotiations, communication to participants, and other logistical responsibilities Organize and carry out work plans to accomplish a variety of tasks associated with the function of the assigned division, including but not limited to: meetings; material preparation and distribution; reporting; special events; etc Assist with meetings/special event preparations by drafting agendas, sending invitations, reserving rooms/facilities, taking minutes, partnering with catering and other services such as A/V or technical support, and assisting with the event itself as needed Manage the VP or Chief Officer's calendar as needed, scheduling meetings and shifting availability as priorities dictate Coordinate travel arrangements, as well as provide timely, accurate confirmation and filing of expense reports Enter data and extract information from the College's ERP or other College software/systems to perform duties such as data compilation, report generation, and responsibilities related to course scheduling Assist with budget preparation and management, tracking and following up on financial transactions and contracts, including those related to grants and grant expenditures. Serve as departmental/divisional representative at College/external meetings, seminars, workshops as requested Perform general clerical duties, including but not limited to maintaining divisional files, ordering office supplies, drafting correspondence, keeping their office space in good order, hosting guests, and providing coverage for colleagues as appropriate Keep up-to-date on college policies, processes, and technologies Assume additional duties as assigned by immediate supervisor Associate's degree or equivalent from a regionally accredited institution Four or more years related experience

Desired Qualifications:

Bachelor's degree from a regionally accredited institution Prior experience providing administrative support to a director or higher-level executive Strong proficiency in MS Office products Bilingual (Spanish/English) language skills