Executive Assistant

Description The Executive Administrative Assistant provides high-level administrative and operational support to senior leadership within multiple departments within the District. This role involves managing complex office operations, overseeing large-scale projects, and ensuring the efficient functioning of the office through strategic planning and resource management. The Executive Administrative Assistant plays a critical role in enhancing the productivity of the team by proactively identifying and resolving challenges, handling sensitive information, and coordinating across various departments. Must handle confidential information with discretion and professionalism. Work requires in-depth knowledge of institution and organization operations, budgets, purchasing, policies, and procedures, and the exercise of independent judgment, ingenuity and discretion. This position requires advanced problem‑solving skills, superior attention to detail, and the ability to work independently while managing multiple priorities. Supervision received is general in nature using established procedures and general objectives and limited to problems or unusual conditions. Works both independently and with staff in a teamwork approach. Characteristic Duties and Responsibilities Executive Support: Provides advanced administrative support to senior leadership of multiple departments. This role manages complex tasks, oversees department operations, coordinates multiple projects, and acts as a liaison between departments, leadership, and external stakeholders. Prepares meeting agendas, standard forms, invoices and related documents according to the college procedures and guidelines. Prepares correspondence, memos, minutes, reports and other complex, technical and/or confidential documents captured by various methods. Manages and coordinates calendars, and schedules complex meetings with attention to detail and timely follow‑up. Proactively identifies areas where department systems, processes, or workflows can be improved. Leads or participates in efforts to streamline processes and develop new strategies for departmental efficiency. Project Coordination and Leadership: Takes on more complex tasks related to department projects, may serve as project lead. Ensures timely execution and successful completion. Develops project timelines, monitors progress, and provides regular updates to leadership. Technology Integration: Takes a leadership role in maintaining and updating software or department technologies. Ensures data integrity and consistency and assists staff in using the systems/ technologies for optimal performance. Trains on and provides troubleshooting assistance with minor technical issues. Recordkeeping, Data, and Reporting: Gathers and/or provides factual information, maintains records, and interprets data requiring reference to a variety of sources; maintains complex statistical reports including designing formats for complex tables, charts and graphs; may conduct special studies to report recommendations as requested. Assists in maintenance of files, including but not limited to filing completed paperwork, revising labels, moving files to the appropriate cabinets and ensuring the space is neat and organized. Collects, organizes, and analyzes data relevant to departmental activities, and prepares detailed reports or presentations for senior leadership. Assists in strategic planning by providing insights through data analysis and trend identification. Budget Tracking and Expense Reporting: Assists with budget management by tracking departmental expenses, processing invoices, and ensuring that costs are within budget. Provides reports on financial matters related to office expenditures and supplies. Mentoring Staff: Provides guidance and mentorship to new administrative staff, interns, or student workers. Helps onboard them with department procedures, software, and expectations. Ethics and Confidentiality: Practices honesty by demonstrating a consistent and uncompromising adherence to strong moral and ethical principles, values, truthfulness, and accuracy in all actions. Addresses all student and employee behavior in a confidential and respectful manner. Committee Involvement: Chairs and/or participates in cross‑functional committees and organizes regular status, review, and debrief meetings among stakeholders. Collaborative Teamwork: Establishes, maintains, and enhances positive work relationships with students, staff, faculty, and administrators. Continuous Learning & Professional Development: Maintains informed on emerging technology trends and common user issues in higher education with an emphasis on community colleges. Actively organizes and/or participates in applicable workgroups, trainings, workshops, seminars, committees and professional associations or conferences to promote continuous learning. Other duties: Performs other related duties within the scope of the position as required for the efficient operation of the division and to support institutional objectives. Qualifications Compliance with all state, federal, and accreditation standards/requirement, as well as all MATC policies and procedures. Required Education & Experience : Associate's degree in a related field with five (5) years of progressively responsible work experience, supporting a Director/Dean‑level, or higher position. Bachelor's degree in a related field with three (3) years of progressively responsible work experience, supporting a Director/Dean level, or higher position. Preferred Education & Experience: Bachelor's degree in a related field with more than five (5) years of experience supporting a Director/Dean level or higher position. Knowledge, Skills, and Abilities Excellent communication and interpersonal skills, with emphasis on strong organizational skills. Ability to understand, interpret and explain rules, regulations, procedures, and written and oral instructions. Ability to respond professionally to inquiries, complaints and information from various stakeholders. Experience utilizing record keeping and experience with document maintenance, retention and organization protocols. Ability to overcome obstacles by engaging internal and external resources. Ability to complete projects in a higher education setting. Ability to work in a fast‑paced environment. Ability to communicate effectively through both oral and written means. Ability to establish, collaborate and maintain effective work relationships with students, faculty, staff, representatives of outside agencies, educational institutions, and the general public. Ability to convey an image of professionalism and dedication in work related activities. Ability to work with culturally diverse student and employee populations. Proficiency in the use of computers and software specific to position, including spreadsheets and Google Suite. Ability to successfully work independently. Competencies Customer focus Action oriented Values differences Self‑development Compassion Cultivates innovation Optimizes work processes Ensures accountability Collaborates Interpersonal savvy Communicates effectively Instills trust Supplemental Information This is a full‑time, in‑person position (40 hours per week) based primarily at the Downtown Milwaukee campus. Standard hours are 8:00 a.m. to 5:00 p.m., Monday through Friday. Interviews: This position will include two rounds of interviews. First‑round interviews are tentatively scheduled for July2,2026, with second‑round interviews tentatively scheduled for July9,2026. Selected candidates will be contacted with further details. All dates are subject to change. Compensation: Salary pay rates are listed up to the midpoint of the range and placement is determined based on years of experience, internal salary equity, and a review of the applicant's employment and educational background as listed on the job application. Application Materials & Requirements: Applicants (both internal and external) must complete the employment application in its entirety for consideration. An incomplete application will not be considered. Detailed information for all sections of the application form Cover Letter EEO Milwaukee Area Technical College will not discriminate against any employee, applicant for employment, student, or applicant for admission on the basis of race, color, national origin, ancestry, sex, sexual orientation, creed, religion, political affiliation, marital status, parental status, pregnancy, disability, age, membership in any reserve component of the armed forces, union affiliation, arrest and conviction record, or any other protected category under applicable local, state or federal law. Reasonable accommodations will be provided for qualified individuals with disabilities. If you have a disability and need special accommodation for the application process, please contact our office at View phone number on click.appcast.io (Wisconsin Relay System: 711) or email View email address on click.appcast.io. #J-18808-Ljbffr