Executive Associate II (S05225)

at  Montgomery College

Job Description
Montgomery College’s Office of Workforce Development and Continuing Education (WDCE), has an immediate opening for an Executive Associate II. Responsibilities can vary in complexity from routine office responsibilities to projects requiring significant research and compilation of data. Work involves confidential information which requires tact, diplomacy, and ability to maintain confidentiality.
Contacts involve communication with a wide variety of internal and external constituencies at all levels in obtaining and disseminating information to the College, the public, business, or government entities, and to arrange appointments, meetings, events, travel, and schedules. The position is a grade 27, exempt, non-bargaining position and is located in Rockville, MD. Work hours are typically Monday-Friday from 8:30 am -5:00pm. One (1) day of telework may be granted based on the needs on the unit.
Montgomery College promotes and creates a working and learning environment rooted in the basic tenets of fairness, diversity, and inclusiveness.

Duties include but are not limited to:

• Serve as the confidential administrative aide to a senior level administrator.
• Independently plan and carry out complex administrative, secretarial and technical support for executive staff and coordinate special events in a high-profile environment.
• Manage office functions, prioritize tasks, and delegate work to others.
• Ensure office coverage.
• Provide training to staff or student workers.
• Perform a wide variety of complex administrative support duties. Receive and screen phone calls, draft correspondence, flyers, reports, etc.
• Act as initial point of contact for the administrator’s office, direct calls and walk-ins to appropriate staff or departments.
• Maintain supervisor’s calendar and the scheduling of conference space.
• Attend meetings, taking summary notes and distributes notes and minutes and follow-up on decisions and actions taken at meetings.
• Represent the supervisor, or department at committee meetings, work groups, College, and other events as assigned. Order supplies through various vendors.
• Maintain and update tracking system for files, correspondence, or issues requiring immediate attention and follow-up.
• Research files and records and compile data, memos, notes, and weekly, monthly, and annual reports for supervisor’s review and/or signature.
• Develop procedures, forms, etc. for administrative support operations. Review support operations and make effective recommendations to improve efficiency.
• Conduct research and produce comprehensive documents, reports, and presentations for senior level staff or governing bodies.
• Coordinate unit projects and maintain timelines.
• Perform other duties as assigned.

Required Qualifications:

• Associates degree in business administration or related field from an accredited college or university.
• Five (5) years of increasingly responsible experience performing complex secretarial, technical, and administrative work.
• Experience in preparing comprehensive reports, documents, projects, and presentations. An equivalent combination of education and experience may be substituted.
• The equivalent combination of education, training, certification and/or experience that provides the required knowledge and expertise to perform the essential functions of the job may be considered.
• Knowledge of record keeping principles and procedures; applicable laws or regulations in completing assignments or interpreting and explaining procedures, processes, and College services and programs to others.
• Skill in using personal computer software and office applications, including presentation and desktop publishing applications.
• Skill in training and providing direction to secondary staff.
• Ability to prepare accurate written correspondence; effectively communicate, both orally and in writing; maintain confidentiality; and lead or serve on committees or teams for events, projects, or special assignments.
• Ability to effectively use interpersonal skills to interact and resolve issues with diverse, multi-cultural public and staff.
• Ability to prioritize and manage multiple projects.

Preferred Qualifications:

• Knowledge of College and departmental guidelines, policies, procedures, and programs.
• Considerable knowledge of office procedures and practice, English usage, accounting principles, and mathematical computations and techniques needed to collect, organize, and report information/data in a narrative or statistical format.
• At least three (3) years in support of a leadership position that entailed office management, account management or budget preparation, and/or event coordination.

Application Process:

Hiring Range: $63,375 - $82,376/annually. Initial salary placement is based on candidate experience and internal equity.

• Position closes on Friday, March 15, 2024
• For consideration, you must attach a resume that provides the month and year(s) worked at each employer and detailed experience to reflect the duties and responsibilities performed at each employer.
• If any position listed on your resume was a part-time position, please indicate so on the resume.

As a condition of employment, the following are required at the time of hire:

• Successful completion of a background check and degree verification (if applicable).
• For international degrees, you must provide US degree equivalency verified by a nationally recognized credential evaluation service.
• Participation in a Maryland State Retirement System plan (Pension or Optional Retirement Plan, depending on the position). If you are already retired from the Maryland State Retirement System, you may not enroll in a Maryland State Retirement System plan at Montgomery Collage and may have earnings restrictions, per state law.

Our
benefits
package includes: 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.
If a reasonable accommodation is needed to participate in the job application or interview process, please contact Human Resources and Strategic Talent Management at 240-567-5353 or
HRSTM@montgomerycollege.edu. We require at least two weeks advance notice to enable us to provide the requested accommodation.
Montgomery College is an equal opportunity employer committed to promoting and fostering diversity among its student body, faculty, and staff.
Montgomery College is a tobacco-free and smoke-free workplace.
Closing Date
Thursday, March 14, 202

• Serve as the confidential administrative aide to a senior level administrator.
• Independently plan and carry out complex administrative, secretarial and technical support for executive staff and coordinate special events in a high-profile environment.
• Manage office functions, prioritize tasks, and delegate work to others.
• Ensure office coverage.
• Provide training to staff or student workers.
• Perform a wide variety of complex administrative support duties. Receive and screen phone calls, draft correspondence, flyers, reports, etc.
• Act as initial point of contact for the administrator’s office, direct calls and walk-ins to appropriate staff or departments.
• Maintain supervisor’s calendar and the scheduling of conference space.
• Attend meetings, taking summary notes and distributes notes and minutes and follow-up on decisions and actions taken at meetings.
• Represent the supervisor, or department at committee meetings, work groups, College, and other events as assigned. Order supplies through various vendors.
• Maintain and update tracking system for files, correspondence, or issues requiring immediate attention and follow-up.
• Research files and records and compile data, memos, notes, and weekly, monthly, and annual reports for supervisor’s review and/or signature.
• Develop procedures, forms, etc. for administrative support operations. Review support operations and make effective recommendations to improve efficiency.
• Conduct research and produce comprehensive documents, reports, and presentations for senior level staff or governing bodies.
• Coordinate unit projects and maintain timelines.
• Perform other duties as assigned