Executive Associate I (two positions)

About the role

The Executive Associate I positions support the ACE Division at Montgomery College. The positions are Non-Bargaining, Non-exempt, and a Grade 25. The work schedules are Monday - Friday, 8:30 am – 5:00 pm.

Responsibilities

• Serve as confidential aide to one or more administrators.
• Perform a wide variety of administrative duties: receive and screen phone calls; create correspondence, flyers, etc.; filter contacts for administrator(s); transmit and explain directives for staff; direct calls and walk-ins to appropriate staff or departments; facilitates the resolution of complaints from students, parents, and the general public; maintain administrator’s calendar, as well as scheduling of conference space; acts as a liaison between administrator and department/office staff, other College staff, outside organizations, and others; attend meetings, take verbatim or summary notes and distributes notes and minutes; follow-up on decisions and actions taken at meetings; represent the office at committee meetings, work groups, and other events as assigned; orders supplies through various vendors.
• May help to prepare the organization’s budget by gathering, reviewing, and recording information; monitor departmental accounts and track expenditures; prepare requisitions and purchase orders; verify, process, and pay invoices; review and reconcile purchasing card statements for approval by the account manager; and perform other financial/budgetary administrative services.
• Maintain/update databases and/or tracking systems for files, correspondence, or issues requiring immediate attention and follow-up.
• Research files and records compile data, memos, notes, and weekly, monthly, and annual reports for supervisory review and/or signature.
• Develop, modify, and monitor office procedures to ensure accuracy and efficient operation.
• Ensure office coverage and provide training to staff and student workers.
• May help plan events including managing logistics, arranging for catering, creating advertising documents, and assisting as needed during the event.

Qualifications

• A High School Diploma or GED.
• Some college coursework in business writing, computer software applications, accounting, or an appropriate combination of education and work experience at an executive support level.
• Five years of increasingly responsible administrative support experience, two years of which was in support of a leadership position.

Preferred Qualifications

• Experience coordinating meetings and communications with external stakeholders, community partners, or similar organizations.

Pay

Hiring Range: $28.79 to $37.42/hourly. Initial salary placement for new hires falls between the minimum and midpoint of the range and is based on relevant candidate experience and internal equity. The maximum salary for this position is $46.04/hourly.

Schedule

The positions are Non-Bargaining, Non-exempt, and a Grade 25. The work schedules are Monday - Friday, 8:30 am – 5:00 pm.

Benefits

• generous paid vacation, sick, paid holidays,
• medical, dental, vision, group legal benefits,
• professional development,
• retirement plan,
• educational assistance,
• tuition waiver for employee and dependents,
• wellness programming including onsite gyms, pools and classes.