Executive Assistant to the Senior Vice President for Global Impact and Chief of Staff

Pepperdine University•Malibu, CA

20d

About The Position

The Executive Assistant is responsible for the day-to-day administrative operations of the office of the Senior Vice President (SVP) for Global Impact and Chief of Staff (COS). 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. The ideal candidate will be experienced in handling a wide range of administrative and executive support-related tasks and will be able to work independently and collaboratively. This person must be exceedingly well organized, flexible, and enjoy the administrative challenges of supporting an office with diverse projects and priorities. The ability to interact with donors, faculty, staff, and students 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 and have exceptional technology skills. It is vital for this position to be able to assess the status quo and the desired final product, and then create an appropriate action plan. Advanced written and verbal communication skills, strong decision-making ability, and attention to detail are equally important.

Requirements

Bachelor's degree.
Strong interpersonal communication and administrative support skills.
Strong computer skills.
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.

Nice To Haves

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

Responsibilities

Independently responsible for managing the SVP and COS' calendar and appointment schedule based on the needs and priorities. Develop and execute travel plans for the SVP and COS.
Create and sustain a world-class hospitality culture in the West Wing.
Responsible for the administration, organization, and management of the SVP and COS' office, acting with tact, diplomacy, and discretion on a variety of complex and sensitive issues.
Manage Steering Team preparation, hospitality, and logistics by reserving meeting spaces, requesting room set-ups, working directly with University catering staff, coordinating all technology needs with AV department, calendaring all meetings, managing agendas and slideshow materials, and sending correspondence to the Steering Team.
Manage President's Briefing preparation and logistics by reserving all meeting spaces, requesting room set-ups, coordinating all technology needs with AV department, coordinating marketing/promotion with our IMC team, managing agendas and slideshow materials, and sending all correspondence to Briefing participants.
Lead and manage critical projects with and on behalf of the SVP and COS. Manage Monday.com for task and project management by adding all current event and meeting documents to the site, tracking progress for projects and meetings, and ensuring the SVP and COS and President's Office are prepared for all areas our department oversees.
Coordinate lunches, meetings, and events for the SVP and COS.
Prepare documents, presentations, and hospitality for all SVP and COS meetings.
Serve as the COS' liaison to various constituents through written correspondence, phone, and in-person contact, representing the COS at meetings as needed.
Provide first level of service on the phones, handling inquiries and directing all incoming calls to the appropriate party promptly and efficiently. Review incoming mail. Administer files for the SVP and COS.
Coordinate and facilitate relationships with students and student groups.
Perform other duties as assigned.
Uphold University mission through work performance.