Executive Assistant to the Board of Regents

Pepperdine University•Malibu, CA

4d•$75,000 - $85,000•Onsite

About The Position

The Executive Assistant to the Board of Regents works directly with the Senior Vice President for Global Impact and Chief of Staff and Board Liaison to assist in the day-to-day executive support essential for the smooth operation of the Board of Regents. The ideal candidate will be a person of sincere faith, experienced in handling a wide range of executive support for the Pepperdine governing board, and must be able to work independently and collaboratively. The ability to interact with others in a fast-paced environment, sometimes under pressure, remaining flexible, proactive, resourceful, and efficient, with a high level of professionalism and confidentiality, is crucial to this role. This position must utilize problem-solving skills on a myriad of levels, from rearranging complex schedules to revising and refining existing policies. Advanced written and verbal communication skills, strong decision-making ability, and attention to detail are equally important.

Requirements

Bachelor’s degree
4+ years of experience as an executive assistant or similar, with at least 2 years of assisting senior executives
Extensive experience as an office manager and executive secretary
Experience with event planning and management
Strong analytical and problem-solving skills
Management and organizational skills
Exceptional communication skills
Strong computer skills
Detail-oriented
Ability to remain highly confidential and professional.
Experience using Google Suite

Nice To Haves

5+ years of related experience
Professional experience in a non-profit or higher-education setting
Experience with board administration
Familiarity with Pepperdine University
Ability to learn new technologies

Responsibilities

Responsible for the administration, organization, and management of the Board of Regents calendar, meeting schedule, detailed agendas, and materials for board meetings, executive committee meetings, and governance committee meetings, acting with tact, diplomacy, and discretion on a variety of complex and sensitive issues.
Responsible for preparing critical, detailed, and expansive materials for annual elections, committee appointments, president's assessment, regent assessments, disclosure forms, annual reports, metrics, tax letters, and a variety of other important topics and action items to ensure compliance with University bylaws.
Manage the Board's software platform and distribute confidential content and important upcoming Pepperdine and Board of Regents events and announcements. Distribute important information to past board members appointed as Life Regents.
Onboard and effectively communicate all aspects of the board to newly appointed regents to ensure smooth transition into roles and responsibilities, including liaising between new board members and Committee Liaisons in initial communications, scheduling and curating the orientation meeting agendas, and distributing welcome letters.
Process vendor payments, credit card reconciliations, and internal and external requisitions for the President's Office and Board of Regents. Organize and maintain confidential minutes, book materials, and other files for the Board of Regents and President's Office.
Work directly with the COS to record and track the University Objectives and Key Results (OKRs) and prepare an annual report for the Board of Regents. Communicate OKR checkpoints and deadlines, and support senior leadership in collecting and compiling OKR reports in preparation for the annual report to the Board of Regents.
Attend board meetings to record, prepare, and archive corporate minutes. Communicate directly with board committee liaisons on content, assignments, and directives, including summaries and resolutions required for voting and board approvals.
Plan and support Board of Regents retreats and trips, both local and international, booking all lodging accommodations for senior leaders and the Board of Regents, and coordinating multi-day itineraries.
Assist with special projects as requested and perform other duties as assigned.
Oversee and/or process a variety of complex financial transactions; produce, monitor, and reconcile budget statements; research, identify, and resolve discrepancies for the president's office budget, including the departments of the chancellor, senior vice president for strategic implementation, athletics, public affairs, and church relations.
Partner with the Integrated Marketing Communications team to develop and design the Board of Regents orientation manual on an annual basis, updating all documents and relevant information, printing and distributing to new board members and the Chair of the Board of Regents, President, Vice President and Chief of Staff, and General Counsel.
Uphold University mission through work performed.