Executive Operations and Projects Administrator

Pitzer College • Claremont, CA

11d • Hybrid

About The Position

The Executive Operations Partner serves as a key member of the Office of the Chief Operating Officer (COO), providing operational, project, and executive support that enhances the effectiveness of the Office. Working across Finance, Human Resources, Information Technology, Facilities, Dining Services, Legal Affairs, Risk Management, and other operational areas, this position leads and coordinates cross-functional initiatives, manages projects, prepares executive communications and briefing materials, and ensures the timely execution of institutional priorities. The successful candidate is a highly organized, collaborative professional who exercises sound judgment, demonstrates intellectual curiosity, and enjoys bringing structure to complex initiatives. They are an effective problem solver who thrives in a dynamic environment and values innovation, continuous improvement, and leveraging technology to enhance organizational effectiveness. Through exceptional service, collaboration, and operational excellence, this role supports the College's mission while helping create efficient, sustainable solutions across the institution. The successful candidate continually asks, "Is there a better way?" They proactively identify opportunities to improve systems, simplify processes, automate routine work, and increase the effectiveness of the Office of the COO.

Requirements

• Demonstrated ability to think strategically while executing operational details with exceptional accuracy.
• Exceptional organizational and project management skills with the ability to manage numerous complex initiatives simultaneously.
• Exceptional analytical, critical thinking, and problem-solving skills with the ability to synthesize complex information into meaningful recommendations.
• Demonstrated intellectual curiosity and a genuine interest in understanding the governance, operations under the purview of the office of the COO within a complex liberal arts college.
• Outstanding written, verbal, and interpersonal communication skills with the ability to prepare high-quality reports, presentations, correspondence, and briefing materials.
• Strong relationship-building skills with the ability to establish credibility and collaborate effectively across all levels of the institution.
• Demonstrated ability to work effectively while balancing competing priorities and building consensus among diverse stakeholders.
• Represents the Office of the COO with professionalism, humility, integrity, and sound judgment.
• Conducts work in a manner consistent with Pitzer College's mission, values, and Vision.
• Approaches challenges with a solutions-oriented mindset while maintaining transparency, respect, accountability, ownership, initiative, and personal accountability
• Maintains a high level of responsiveness and dependability while exercising sound judgment regarding priorities and urgency.
• Works independently with minimal direction while communicating proactively and appropriately.
• Measures success by outcomes, reliability, and contribution to the effectiveness of the organization.
• Advanced proficiency with Microsoft 365, including Outlook, Teams, Word, Excel, PowerPoint, and related productivity applications.
• Demonstrated proficiency using artificial intelligence tools (e.g., ChatGPT, Microsoft Copilot, Claude, Gemini, or similar technologies) to improve productivity, conduct research, draft communications, analyze information, and streamline workflows.
• Strong aptitude for learning emerging technologies and identifying opportunities to improve operations through innovation.
• Proven ability to exercise exceptional judgment, maintain strict confidentiality, and appropriately manage highly sensitive information.
• Demonstrated emotional intelligence, resilience, diplomacy, professionalism, and discretion in a dynamic environment.
• Bachelor's degree required.
• Five or more years of progressively responsible experience supporting senior leaders, managing strategic projects, coordinating operations, or leading complex organizational initiatives.
• California Driver's license and a good driving record required.
• New employees are required to show proof of full vaccination, including booster, against COVID-19 or request a Pitzer College approved medical or religious exemption on or before their first day of employment.

Nice To Haves

• Experience in higher education or another complex, mission-driven organization is highly desirable.
• A degree from one of The Claremont Colleges is preferred.
• Experience coordinating confidential legal, governance, financial, operational, or personnel matters is preferred.

Responsibilities

• Lead and coordinate strategic initiatives and special projects on behalf of the COO from planning through implementation.
• Develop project plans, monitor milestones, identify risks, facilitate collaboration, and ensure successful execution of institutional priorities.
• Coordinate complex initiatives involving multiple departments, trustees, consultants, attorneys, and external partners.
• Develop dashboards, project trackers, reports, and other tools that provide visibility into strategic priorities and organizational performance.
• Ensure commitments made by the Office of the COO are appropriately tracked, communicated, and completed.
• Serve as a trusted thought partner to the COO by anticipating needs, identifying opportunities, and recommending solutions that improve organizational effectiveness.
• Partner with the COO to translate strategic priorities into coordinated action across multiple departments and initiatives.
• Conduct research, synthesize complex information, and develop recommendations that support informed decision-making.
• Prepare briefing materials, presentations, reports, correspondence, and other communications that support the work of the COO.
• Attend meetings as appropriate; document key decisions, identify action items, coordinate follow-up activities, and independently advance initiatives resulting from those meetings.
• Anticipate emerging issues, competing priorities, and organizational needs while exercising exceptional judgment and discretion.
• Coordinate the day-to-day operations of the Office of the COO to ensure efficient execution of priorities.
• Manage highly confidential legal, financial, personnel, college governance process, and operational information with exceptional professionalism and discretion.
• Coordinate legal engagement agreements, litigation hold documentation, contract administration, confidential records, and other operational matters as assigned.
• Coordinate Board committee meetings, prepare for senior staff meetings, leadership retreats, and other meetings involving the COO.
• Prepare agendas, meeting materials, reports, presentations, and briefing documents.
• Serve as a liaison between the Office of the COO and trustees, faculty, staff, students, consultants, attorneys, and external partners.
• Ensure meeting decisions, action items, and commitments are documented, communicated, and followed through to completion. This includes meeting minutes as required.
• Organize and maintain policies, contracts, records, and other sensitive documentation in accordance with College practices.
• Maintain communications and website for the Office of the COO.
• Champion the thoughtful use of artificial intelligence, automation, and emerging technologies to improve the effectiveness of the Office of the COO.
• Leverage technology, automation, and efficient processes to streamline administrative activities, allowing the COO to maintain direct visibility and ownership of executive priorities while minimizing administrative burden.
• Research emerging technologies and best practices that strengthen operations and institutional effectiveness.
• Continually evaluate workflows and recommend improvements that simplify processes, eliminate unnecessary work, and improve organizational capacity.
• Develop systems that improve communication, project management, accountability, and operational efficiency.
• Coordinate travel arrangements, expense reporting, meeting logistics, document routing, signature coordination, and other operational support activities as needed.
• Support preparation for meetings and follow-up activities while enabling the COO to maintain direct ownership of priorities and time management.
• Coordinate events and special functions as assigned.
• Provide flexible operational support as organizational priorities evolve, recognizing that the nature of administrative responsibilities will continue to change through innovation, technology, and automation.
• Perform other related duties as assigned.

Benefits

• competitive compensation
• health, dental, and vision insurance
• retirement savings plans
• generous paid time off (vacation, holidays, sick time, parental leave, bereavement, etc.)
• tuition reimbursement
• tuition exchange program participation

What This Job Offers

• Job Type: Full-time
• Career Level: Executive