Executive Assistant to Senior Vice President and Chief Operating Officer

The Executive Assistant is responsible for the day-to-day administrative operations of the office of the Senior Vice President and Chief Operating Officer (COO). Pepperdine University is a Christian university committed to the highest standards of excellence and integrity. As an executive assistant in this office, it is vital to set an example of professionalism and excellence.

Candidates for this position should: (i) be committed to the mission and goals of Pepperdine University; (ii) be consummate team players who are solutions-oriented, with a demonstrated ability to build relationships; (iii) have a sense of urgency and responsiveness when handling projects, with an ability to handle multiple tasks focused on university objectives in a timely manner; (iv) be committed to the highest ethical standards, with personal and professional character and integrity beyond reproach;

and (v) be inclined to smile and laugh.

• General office support
  :
  Responsible for heavy calendar management (coordinate travel arrangements, lunches, meetings, and events), process vendor payments, credit card billing, recharge forms, and reconciliations; administer files; greet visitors; formulate and maintain spreadsheets and databases; interface with departments and external vendors and executive-level offices; maintain office supplies, equipment, and break room; assist with special projects as needed.
• Tracking and maintaining clear communication of COO area projects
  :
  Responsible for working with the COO area staff to keep the COO apprised of updates on active projects; this requires administering a high-level and complex task management system.
• Assisting with projects, reports, assignments, and events
  :
  Responsible for developing, reviewing, and editing presentations, preparing documents, writing and editing reports, benchmarking and researching data, assisting with the management of various university committees' materials and meetings, and participating in and attending key university and divisional events.
• Communication, both verbal and written
  :
  Responsible for providing first-level service on the phones, reviewing and editing presentations, and composing and developing correspondence and reports on behalf of the COO.
• Supporting the COO division
  :
  Responsible for assisting various departments within the division, including Human Resources, Business Services, Graduate Campuses, Special Programs, Governmental and Regulatory Affairs, Center for Sustainability, Real Estate Operations, Campus Logistics, and Public Safety.
• Complete other duties as assigned.
• Uphold University mission through work performed.

The above information has been designed to indicate the general nature and level of work performed by employees within this classification. It is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities, and qualifications required of employees assigned to this job.

Required:

• Bachelor's degree.
• Strong interpersonal communication and administrative support skills.
• Strong computer skills, preferably Mac-based.
• Ability to organize, prioritize, and perform work while under pressure.
• Ability to proactively address issues and take initiative and ownership of projects, and maintain confidentiality of highly sensitive matters.
• Ability to routinely and independently exercise sound judgment in making decisions.
• Ability to work effectively with University administrators, Regents, faculty, staff, students, vendors, attorneys, and government officials.
• Experience in handling a wide range of administrative and executive support-related tasks.
• Exceedingly well organized, flexible, and enjoy the administrative challenges of supporting an office with diverse projects and priorities.
• Ability to interact with staff (at all levels) in a fast-paced environment, remaining proactive, resourceful, and efficient, with a high level of professionalism.
• Ability to utilize multi-tasking and problem-solving skills on a myriad of levels, from rearranging complex schedules to revising and refining existing policies.
• Exceptional written and verbal communication skills, strong decision-making ability, and attention to detail are equally important.

Preferred:

• Experience as an office manager, executive assistant, or administrative assistant.
• 2+ years of general office experience.
• Prior supervisory experience.
• Familiarity with Peppedine University.

This is a Regular, Exempt, 40 hour per week position.

Expected Pay Range: $70,304 - $72,000 per year

The above pay range reflects what Pepperdine University reasonably expects to pay for this position at time of posting. Actual compensation may vary based on relevant factors such as work experience, market conditions, education/training, and skill level. In addition to base pay, Pepperdine offers a robust and highly competitive benefits package.

Pepperdine is an Equal Employment Opportunity employer and does not unlawfully discriminate on the basis of any status or condition…