Senior Administrative Coordinator, CEEL

Loyola Marymount University•Lewisboro, NY

1d•$27 - $33

About The Position

The Senior Administrative Coordinator reports to the Center’s Executive Director and is a key support staff to the role and function of the Executive Director and CEEL leadership. Working in coordination with other CEEL operations staff, the Senior Administrative Coordinator will provide direct support to CEEL executive leadership across strategic time and meeting management, project coordination, fundraising efforts, internal and external communications and stakeholder engagement, travel and expense coordination and other administrative functions. This role optimizes executive productivity within and external to Center commitments, stakeholders and partners.

Requirements

Typically a bachelor’s degree or equivalent experience.
Incumbent will be expected to continue upgrading knowledge, skills, and abilities as needed to keep abreast of current office technologies, efficiencies and processes.
Four years of administrative support experience in a complex office environment.
Demonstrated knowledge in the areas of customer service and advanced administrative office support.
Knowledge of modern office practices and procedures; filing systems; telephone, email and business etiquette; proofreading; strong command of grammar and spelling, letter and report writing, office equipment use and maintenance.
Proficiency in office software applications (e.g., Microsoft 365 Office Suite, Teams, Zoom, etc.) and university systems, and ability to learn and adapt to internal systems quickly.
Understanding of and ability to support and enhance organizational structure and defined processes.
Excellent organizational skills, with meticulous attention to detail and the ability to manage deadlines and simultaneous projects.
Proven ability to work calmly and efficiently in a high-pace, high-volume environment.
Excellent written and verbal communication and time management skills.

Responsibilities

Manage, prioritize and prepare for meetings on the executive’s calendar, including scheduling protocols to support productivity and capacity.
Prepare executive for meetings, including developing, providing, and securing the needed information to support effective preparation.
Coordinate executive project engagement and action items to ensure timely completion of accountabilities to internal and external stakeholders/partners.
Support the executive in various fundraising and donor engagement efforts through meeting coordination, preparation of materials and follow-up communication.
Coordinate all executive travel needs, including air, hotel and conference reservations. Prepare and submit expense reports per guidelines.
Maintain, organize and archive key documents, ensuring leadership materials are systematically stored and retrievable.
Strategically manage executive calendar, balancing priorities, deadlines, and organizational needs to maximize efficiency and focus.
Anticipate scheduling conflicts and proactively adjust priorities to optimize executive availability and workflow.
Coordinate logistics for internal and external meetings, including agendas, materials, technology, and follow-up actions.
Coordinate confidential and high-level interactions with discretion, professionalism, and sound judgment.
Facilitate communication and scheduling between executive leadership and external partners.
Draft, edit, and manage executive communications, including emails, presentations, reports, and correspondence on behalf of leadership.
Serve as a liaison between the executive and internal/external stakeholders, ensuring timely communication and follow-through.
Screen and prioritize incoming requests, inquiries, and correspondence, escalating urgent matters as appropriate.
Prepare meeting agendas, briefing documents, and presentation materials.
Attend meetings as needed to capture notes, action items, and key decisions; track progress to completion.
Support special projects and organizational initiatives by coordinating timelines, stakeholders, and communications.
Coordinate executive participation in conferences, donor events, speaking engagements, and organizational functions.
Assist in preparing briefing materials, donor profiles, presentations, and follow-up correspondence for fundraising activities.
Support event planning logistics, registration, travel, and executive itineraries.
Handle sensitive and confidential information with the highest level of discretion and professionalism.
Maintain filing systems, records management, and document retention practices in compliance with organizational standards.
Exhibit behavior that supports the mission, vision, and values of the university. Communicate and employ interpersonal actions that model high standards of professional, responsible, accountable, and ethical conduct. Demonstrate a commitment to outstanding customer service and strong attention to detail.