Montgomery County Education Association

Senior Executive Assistant, Governance

Based in Rockville, MD

 

Position Title: Senior Executive Assistant, Governance
FLSA Status: Exempt
Department: Administration/Governance
Full-Time or Part-Time: Full-Time
Reports To: Executive Director
Location: On-site in MCEA Office
Bargaining Unit: None – Confidential Position
Starting Salary: $123,380.81

Mission Statement:
The Montgomery County Education Association (MCEA) represents 14,000+ teachers and other professional educators in the Montgomery County Public Schools system in suburban Washington D.C. MCEA is one of the 15 largest local educators’ unions in the nation and is an affiliate of the National Education Association. We are committed to educational excellence and social justice and believe that the well-being of our members is inextricably linked to the well-being of our students, their families, and our communities. For more information, go to: www.mceanea.org.

MCEA offers a competitive salary. MCEA also provides a comprehensive benefits package including medical, dental, vision and prescription drug coverage, retirement savings plan, and long-term disability insurance.

This position requires occasional nonstandard work hours and/or weekend and holiday work.

Position Summary:
The Executive Assistant, Governance is responsible for supporting the Executive Director, President, and Vice President and ensuring the efficient, effective, and sustainable systems flow aligns with organizational values and goals. The Executive Assistant, Governance supports the Executive Director in a one-on-one working relationship, entrusted with complex duties and sensitive information, organizing and coordinating executive outreach and managing special projects. The Executive Assistant, Governance operates in a fast-paced, high-profile environment and discerns and determines priorities based on urgency, strategic impact, and appropriate point of contact within the organization.

Responsibilities:

General Responsibilities

• Manage executive calendars, including scheduling meetings, appointments, and travel arrangements.
• Assist in preparing agendas, reports, presentations, and correspondence as needed.
• Provide confidential personnel support.
• Assist with recruiting, preparing, and posting job vacancies; scheduling interviews; and onboarding. Collect, track, maintain, and file human resource documents such as employee expectations and evaluations to meet operational compliance. Prepare and distribute routine training and other human resource announcements.
• Maintain confidentiality of sensitive information while managing administrative tasks.
• Manage expenses for the executives.
• Compile appropriate data, evaluate, research, and prepare reports for management review on a weekly, monthly, and quarterly basis, or as needed.
• Maintain efficient office systems and ensure that all executive office needs are met, including organizing files, supplies, and office space.
• Update and maintain information in software databases.
• Work on a wide variety of special projects such as the revision or creation of new forms and spreadsheets.
• Analyze and recommend improvements with processes and procedures, as well as create and maintain policy and procedure documents.
• Organizes programs, events, meetings, or conferences by arranging facilities and caterers, issuing information or invitations, coordinating speakers, and controlling event budget.
• Prepare purchase requisitions, payment requests, and other forms and documents.
• Attend meetings, as requested, with or on behalf of the executives, take notes, and provide summaries.
• Draft and proofread documents, reports, presentations, and other communications to ensure accuracy and clarity.
• Maintain essential Governance files.
• Assist with all MCEA mailings.
• Provide back-up assistance to other Executive Assistants as needed.
• Support various projects and initiatives as assigned by executives.
• Assist with room set up and other meetings or training preparations/cleanup.
• Other duties as assigned by the President and Executive Director.

Union Committees

• Maintain union committee rosters and coordinate appointment process with the

President.

• Representative Assembly (RA) Support
• Distribute agenda and supporting materials (including open mic responses).
• Take, edit, and disseminate minutes according to Robert’s Rules of Order.
• Identify and ensure completion of President’s & Executive Director’s follow-up tasks.

Board of Directors (BOD) Support

• Prepare and distribute agenda and agenda material.
• Schedule meetings and meeting locations.
• Take, edit, and disseminate minutes according to Robert’s Rules of Order.
• Coordinate and ensure follow-up on BOD decisions.
• Maintain and update BOD SharePoint site.
• Logistical support for ad hoc BOD committees.

Credentials & Elections (C&E) Committee Support

• Support the C&E chair with carrying out committee work.
• Assist C&E Committee with elections as defined in the MCEA bylaws and election guidelines.

Executive Director Support

• Creates and manages work plans to operationalize the Executive Director's vision.
• Assists the Executive Director with triaging workflow, executing appropriate follow-up, and composing and preparing correspondence.
• Determines appropriate referrals or responses and makes recommendations to the Executive Director.
• Act as a liaison between the Executive Director and their direct reports.
• Represents the Executive Director when appropriate and assigned to ensure smooth communication with key stakeholders.
• Provides support for management team meetings, including preparation of agenda and minutes, ensuring the timely submission and circulation of relevant background documents and reports.
• Supports the Executive Director in managing the logistics for the overall contract negotiation process.

Project Management

• Take ownership of projects assigned by the Executives, driving them forward with minimal supervision and ensuring timely completion.
• Coordinates special projects, compiles information and completes complex reports and analysis.
• Conducts the administrative functions necessary for program management, including but not limited to scheduling, maintaining documentation, handling records, generating reports, etc.
• Manages internal and external special projects in coordination with other departments and/or organizations on behalf of the Executive Director, including arranging itineraries, creating agendas, and scheduling stakeholders' meetings.
• Manages, monitors, and owns projects to quality, deadline, and budget, including maximizing the organizations resources to meet its strategic goals.

Grant Management

• Oversee all grant writing for MCEA.
• Lead on conceptualization of proposals to grant makers, ensuring input from relevant staff.
• Produce high quality grant proposals, including supporting materials as required by grant makers (logical frameworks, budgets, etc.).
• Track and report on grant proposal status.
• Coordinate with Finance staff to ensure development of budgets to accompany proposals.
• Collaborate with relevant staff for management of current grants.
• Develop and maintain tracking tools to ensure timely, effective fulfillment of grant reporting deadlines and other compliance requirements.

Qualifications:

• Bachelor's degree preferred or equivalent in work experience
• 5+ years of experience in operations and supporting executives
• This position requires regular public interactions including but not limited to public officials, etc.
• Excels in providing exceptional customer service and demonstrates a friendly, professional demeanor.
• Possesses strong interpersonal skills, exhibits patience, and maintains a positive attitude even in challenging situations.
• Excellent verbal and written communication skills.
• Demonstrated proficiency with research, planning, and evaluation.
• Strong organizational and planning skills and attention to detail, with ability to anticipate, initiate, and advance multiple priorities and projects concurrently.
• Demonstrated project management experience.
• Proven ability to keep human resources, financial, legal, and other information confidential.
• Advanced English, spelling, punctuation, grammatical, vocabulary, and proofreading skills.
• Software proficiency including but not limited to:
  • Microsoft Word, Excel, PowerPoint and Outlook
  • Video Conferencing to conduct meetings and events via Teams, Zoom, or other video conferencing technology.
  • Membership database systems

The Approach:

• Manages a high volume of work efficiently and with minimal supervision: Has, or can create, a system for keeping tasks from slipping through the cracks. Able to juggle competing demands and prioritize without sacrificing quality. Plans backward to make deadlines.
• Attention to detail: Notices and fixes errors in deliverables. Acknowledges mistakes and turns them into learning opportunities.
• Entrepreneurial and resourceful: Consistently overcomes challenges and leverages resources to solve problems creatively. Proposes solutions to issues without much guidance (but isn't afraid to ask questions). Proactively asks for help, anticipates problems, and course-corrects where needed.
• Strong sense of ownership and resilience: Plans ahead and finds alternative paths, when needed, to get to the finish line. Bounces back from setbacks and rejections. Holds a high bar even when things are hectic.
• Trustworthiness and realness: Comes across as genuine, respectful, and professional. Builds authentic relationships across lines of difference, such as race, ethnicity, sexual orientation, class, ability, gender identity, citizenship status, or other identities. Follows through on commitments.

Work Environment:
Work performed in an office environment.

Physical Requirements:

• This role routinely uses standard office equipment such as computers, telephones, photocopiers, filing cabinets, etc.
• This is largely a sedentary role; however, some filing is required.
• Requires the ability to lift files, open filing cabinets and bend or stand as necessary.
• Basic writing and penmanship skills needed to read and notate documents
• Must be able to read and interpret financial data.
• May require intermediate to advanced math calculations including formulas, discounts, etc.
• Must be able to lift up to 10 pounds.

Travel Requirements: Travel not required.

EQUAL OPPORTUNITY EMPLOYER
MCEA is committed to the principle of equal employment opportunity for all employees and to providing employees with a work environment free of discrimination and harassment. All qualified applicants will be considered for employment without attention to race, color, religion, sex, sexual orientation, gender identity, national origin, veteran or disability status.

APPLICATION PROCESS
Qualified applicants should send cover letter, résumé, and 3 work/writing samples to:
Heather Carroll-Fisher, Executive Director, c/o Mary Neal at: mneal@mceanea.org,
Subject: Senior Executive Assistant, Governance