Executive Administrative Coordinator

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…