Executive Administrative Coordinator

Executive Administrative Coordinator Job ID: 323008 Location: District Support Services Cntr Full/Part Time: Full Time Regular/Temporary: Regular $64,989.46 - $84,486.50/annually, DOE 117 Monday - Friday, 8am - 5pm 12 Months Maricopa Summary 10 Colleges. Unlimited Opportunities. The Maricopa County Community College District is one of the largest community college systems in the nation. Home to 10 individually accredited community colleges and 31 satellite locations, we proudly serve students in every corner of the Valley. Each day, our dedicated faculty, staff, and administrators, live out our vision- creating excellence in education for a better world. We focus on people-not profits. With 100% acceptance, zero rejections, and affordable tuition, we provide the flexibility and support our students need to succeed in and beyond the classroom. Discover how we're changing college. We don't just support our community-we help build it. We are the largest provider of workforce development training in the state. The activities of our colleges and their students support one out of every 28 jobs in Maricopa County. Learn about our economic impact. We believe our employees are our most valuable asset. Our 10 colleges and District Office support nearly 10,000 jobs and careers throughout Greater Phoenix. Join us in making a real difference in the lives of over 140,000 college students each year. Benefits Maricopa County Community College District (MCCCD) is committed to providing a competitive and comprehensive benefits program that supports our employees' and their families' health and well-being. Therefore, the MCCCD benefits support every stage of life and are designed to meet the diverse needs of our community. Explore the wide range of benefits and perks available to eligible employees at MCCCD: 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) Job Summary The Executive Administrative Coordinator provides C-suite executive level support to the President & CEO of the Maricopa Community Colleges Foundation (MCCF). Secondarily, the position provides support to the leadership team including the Chief Operating Officer, Chief Development Officer and Fiscal Director. This position is the primary point of contact for internal and external constituencies on all matters pertaining to the Foundation and serves as the liaison to the MCCF Board of Directors; preparing agendas, presentations, developing minutes, acquiring financials, delivering communications and developing supporting documents. This position provides support to the President & CEO for matters pertaining to the Chairman's Executive Council (CEC) and/or Governing Board. Work assignments and expectations are reflective of the district-wide and community focused scope of work. The Executive Administrative Coordinator organizes and coordinates executive outreach and external relations efforts and oversees special projects. This position works independently on projects and other assignments, from conception to completion, and handles a wide variety of activities and confidential matters with discretion, requiring a substantial amount of tact, judgment, and initiative. Essential Functions 50% - President & CEO Executive Support and Board Governance 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 constantly changing calendar, exercising independent judgment to prioritize competing demands and strategically allocate executive time Serve as the primary point of contact for the President & CEO, responding to inquiries, resolving issues independently when appropriate, 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 across the organization 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 30% - Executive Leadership Team & Strategic Initiatives 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 15% - Office Operations and Administrative Coordination 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 5% - Special Projects and Other Duties 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 Minimum Qualifications 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 OR An equivalent combination of the conferred degree and directly related full-time work experience as described above sufficient to successfully perform the essential duties of the job such as those listed above, unless otherwise subject to any other requirements set forth in law or regulation, may be considered Desired Qualifications Six or more years experience supporting a C-suite Executive Five or more years 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 including internal and external Excellent communications 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. Posting Close Date Open until filled First Review: Tuesday, August 18, 2026 Applications received after the review date may not be screened EEO, Title IX, & Clery Act Maricopa County Community College District (MCCCD) will not discriminate, nor tolerate discrimination in employment or education, against any applicant, employee, or student because of race, color, religion, sex, sexual orientation, gender identity, national origin, citizenship status (including document abuse), age, disability, veteran status or genetic information. Title IX of the Education Amendments of 1972, states: "No person in the United States shall, on the basis of sex, be excluded from participation in, be denied the benefits of, or be subjected to discrimination under any education program or activity receiving Federal financial assistance." The policy of the MCCCD is to provide an educational, employment, and business environment free of gender discrimination. Incidents of misconduct should be reported to the college Title IX Coordinator, as outlined in policy, contact information is available at this link Title IX Coordinators. The Clery Act is a Federal law requiring United States Colleges and Universities to disclose information about crime on and around their campuses. Crime reporting data for each of the Maricopa Community Colleges, as required under the Clery Act, is available at this link Clery Act. #J-18808-Ljbffr