Job Description

Montgomery College’s Advancement and Community Engagement (ACE) Division has two Executive Associate I positions, open beginning July 1, 2026. These positions support the ACE Division. The work schedules are Monday - Friday, 8:30 am – 5:00 pm. These positions are Non-Bargaining, Non-exempt, and a Grade 25. For non-exempt positions, you are not eligible to work a secondary job at Montgomery College.

Montgomery College promotes and creates a working and learning environment rooted in the basic tenets of fairness, belonging, and inclusiveness.

Work focus for Executive Associate I positions:

Position #1: Provides advanced administrative, executive-level, financial, and operations support to the Executive Director of PIC MC and the ACE Finance and Operations Director. This position supports PIC MC, divisional finance and operations, special events, and related strategic projects by managing complex calendars, coordinating meetings and materials, supporting PIC MC Foundation Board meetings, maintaining tracking systems, assisting with budget monitoring and reconciliation, and serving as a liaison with internal and external stakeholders.

Position #2: Provides advanced administrative, executive-level, and operations support to the Associate Senior Vice President for Advancement and Community Engagement, the Director of Community Engagement, and the Director of Collective Impact. This position supports divisional leadership, community engagement initiatives, collective impact programming, and related strategic projects by managing complex calendars, coordinating meetings and materials, supporting stakeholder convenings and special events, maintaining tracking systems, assisting with correspondence and reporting, and serving as a liaison with internal and external partners.

Duties and responsibilities for both positions, but are not limited to:

• 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.
• Performs other duties as assigned.

Required Qualifications:

• 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.
• 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.
• Five years of increasingly responsible administrative support experience, two years of which was in support of a leadership position.
• Eligible applicants must currently be authorized to work in the United States and not require employer visa sponsorship

Preferred Qualifications:

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