Executive Administrative Coordinator

10 Colleges. Unlimited Opportunities. The Maricopa County Community College District is one of the largest community college systems in the nation, serving students across 10 individually accredited community colleges and 31 satellite locations. We focus on people—not profits—with 100% acceptance, zero rejections, and affordable tuition. As the largest provider of workforce development training in the state, our colleges and students support one out of every 28 jobs in Maricopa County.

About the role

The Executive Administrative Coordinator provides C-suite executive level support to the President & CEO of the Maricopa Community Colleges Foundation (MCCF) and secondarily supports the leadership team, including the Chief Operating Officer, Chief Development Officer, and Fiscal Director. This role serves as the primary point of contact for internal and external constituencies, liaises with the MCCF Board of Directors, and coordinates executive outreach, external relations, and special projects. The position requires independent judgment, discretion, and initiative to handle confidential matters and a wide variety of activities.

Responsibilities

• President & CEO Executive Support and Board Governance (50%)
  • Serve as the trusted Executive Assistant to the President & CEO, anticipating needs, managing priorities, and ensuring seamless execution of executive responsibilities.
  • Manage the President & CEO's complex and dynamic calendar, prioritizing competing demands and strategically allocating executive time.
  • Act as the primary point of contact for the President & CEO, responding to inquiries, resolving issues, and ensuring timely follow-up.
  • Prepare executive briefings, talking points, presentations, reports, correspondence, and meeting materials for Board meetings, community events, donor meetings, legislative visits, and executive presentations.
  • Research, compile, analyze, and summarize information to support executive decision-making and strategic initiatives.
  • Monitor and track strategic initiatives, organizational priorities, and executive action items to ensure timely completion and accountability.
  • Coordinate confidential executive communications involving personnel matters, legal issues, contracts, governance, and donor relations.
  • Serve as recording secretary for the Foundation Board of Directors and Executive Committee, ensuring accurate meeting minutes, official records, and compliance with governance requirements.
  • Coordinate all aspects of Board and committee meetings, including annual calendars, agendas, board packets, resolutions, presentations, meeting logistics, minutes, action items, and follow-up.
  • Maintain accurate and confidential records related to board meetings, including board policies, bylaws, committee rosters, governance documents, and historical records.
  • Ensure timely completion of Board action items and maintain tracking systems for Board requests and organizational follow-up.
  • Coordinate Board member orientation, onboarding, annual acknowledgements, conflict-of-interest statements, and governance documentation.
  • Maintain strong working relationships with Foundation Board members while providing exceptional customer service and responsiveness.
• Executive Leadership Team & Strategic Initiatives (30%)
  • Provide administrative and project support to the Chief Operating Officer, Chief Development Officer, and Fiscal Director.
  • Coordinate projects on behalf of the President & CEO and executive leadership team.
  • Support the Resource Development Council by coordinating monthly planning meetings and Council meetings, including scheduling, agenda preparation, presentations, communications, reports, surveys, and special projects.
  • Assist with planning and execution of annual retreats, fundraising initiatives, and development activities.
  • Support event coordination efforts, including logistics, technology needs, space planning, and vendor coordination.
  • Plan and facilitate executive leadership meetings, retreats, strategic planning sessions, conferences, and events; serve as a point of coordination for executive projects and initiatives.
  • Conduct research and compile information and data to support executive reports, presentations, and decision-making.
  • Track deliverables, timelines, and action items to support operational and strategic objectives.
  • Assist with implementation of strategic initiatives by monitoring milestones, deadlines, risks, and deliverables.
  • Prepare executive dashboards, reports, and metrics for leadership review.
• Office Operations and Administrative Coordination (15%)
  • Coordinate executive office workflow and establish systems that improve communication and information management.
  • Maintain executive filing systems, governance records, and confidential organizational documents in accordance with records retention requirements.
  • Maintain the appearance, functionality, and organization of the Foundation office.
  • Manage office supplies, equipment, and vendor coordination.
  • Process and distribute incoming and outgoing mail.
  • Greet Foundation guests and serve as liaison for office visitors.
  • Coordinate staff meetings, room scheduling, and shared calendars.
  • Act as liaison between the Foundation office and district departments, educational institutions, external organizations, and the public, managing information flow appropriately.
  • Assist with onboarding and coordination of new employees.
  • Recommend improvements to administrative policies, office systems, and workflows to enhance efficiency and effectiveness.
• Special Projects and Other Duties (5%)
  • Support organizational planning by coordinating executive priorities, timelines, and implementation activities.
  • Identify opportunities to improve executive office operations through process improvement and technology solutions.
  • Perform highly confidential assignments requiring independent judgment and sound decision-making.
  • Perform special projects and other duties as assigned in support of the Foundation's mission and leadership priorities.

Requirements

• Bachelor's Degree from a regionally accredited institution in business administration and six (6) years of varied and increasingly responsible and complex office, secretarial, or administrative office support experience, including public contact. A minimum of two (2) years of experience supporting a C-suite executive level manager.
• An equivalent combination of the conferred degree and directly related full-time work experience may be considered.

Qualifications

• Six or more years of experience supporting a C-suite Executive.
• Five or more years of experience with non-profit board management.
• Five or more years of experience coordinating, executing, and evaluating projects and activities.
• Five or more years of experience working with a diverse group of people, both internal and external.
• Excellent communication skills, as evidenced in cover letter and resume.
• Documented experience developing and delivering presentations.
• Intermediate experience with Microsoft Office Suite.
• One year of full-time relevant MCCCD experience during the previous two years.

Special Working Conditions

• May be required to travel to one or all of the ten Maricopa Community Colleges to assist or train staff.
• May be required to work some evening and weekend hours.

Pay

$64,989.46 - $84,486.50 annually, dependent on experience.

Schedule

Monday - Friday, 8:00 AM - 5:00 PM. 12-month work calendar.

Benefits

• Affordable and comprehensive benefits package.
• Nationwide medical, dental, and vision coverage.
• Paid time off: vacation, sick leave, and personal time.
• 20 paid observed holidays.
• Company-paid life insurance, AD&D, and short-term disability plans, with the option to purchase supplemental coverage.
• Arizona State Retirement System (ASRS) Pension, including long-term disability and retiree health insurance with 100% employer-matching contributions.
• Optional retirement plans: 403(b), 457(b), Roth 403(b), Roth 457(b).
• Tuition reimbursement for employees and dependents.
• Annual professional development funding.
• Flexible work schedules.
• Employee health & wellness programs:
  • District-wide wellness program with workshops and webinars.
  • Monthly health & wellness calendar and newsletter.
  • Virta Diabetes Reversal Program and support groups.
  • Employee Assistance Program (EAP).
  • Sight-On-Site eye care services.
  • Pre-retirement planning events.
• Qualifying employer for Public Service Loan Forgiveness (potential loan forgiveness for federal Direct Loans after meeting repayment requirements and working full-time for an eligible employer).