Location: all cities,AZ, USA
The Executive Assistant reports directly to the Chief Human Resources Officer and is responsible for delivering high-level administrative support. This role serves as the central hub for coordinating administrative processes, workflows, and office operations for the executive(s). The Executive Assistant excels in prioritizing, organizing, and overseeing all aspects of the executive(s)'s administrative functions, ensuring smooth and efficient office operations while maintaining strict confidentiality of sensitive information.
As the primary point of contact for matters related to the executive(s)'s office, the Executive Assistant also acts as a liaison between executives, faculty, staff, and external stakeholders. In addition to traditional administrative duties, this position may involve coordinating and monitoring the progress of projects and initiatives, providing support for programs assigned to the executive(s).
Essential Functions
30% Manages CHRO's schedule and calendar and prioritizes and manages office communications and prepares correspondence and memoranda independently or from oral instruction including material of a confidential nature. Builds, manages, and maintains Human Resources file management system. Prioritizes and determines appropriate course(s) of action, referral or response, exercising judgement to reflect the CHRO and/or MCCCD style and organization policy. Serves as the first contact for most matters related to the Office of the CHRO and acts as liaison for the office. Initiates and answers telephone calls; screens and directs calls and visitors to appropriate personnel; schedules and confirms appointments and meetings, maintains executive calendars.
30% Organizes and manages the day-to-day activities of the Office of the CHRO to assure efficient and effective business operations; keeps the CHRO apprised of office activities, file and record management, project status, approaching deadlines, and other initiatives. Performs complex administrative duties requiring specialized and extensive knowledge of the operations of the Office of the CHRO. 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. Makes travel arrangements.
25% Prepare agendas and notes and supplement materials for meetings and distribute them to appropriate personnel. Manages all activities associated with travel arrangements and memberships for the Office of the CHRO. 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.
10% Provides administrative support for staff directly reporting within the Office of the CHRO; including preparing purchase requisitions, purchase orders, and payment.
5% Performs other duties as assigned.