Executive Administrative Project Specialist - Hybrid

Torrey Holistics; Los Angeles (CA); Hybrid; USD 60,000 - 75,000; Full time

Job summary

Institute in Los Angeles is seeking an Administrative Project Specialist to provide comprehensive administrative, executive, and operational support to the Executive Director and Institute staff. This role covers calendar management, scheduling, travel coordination, purchasing, expense reconciliation, and meeting logistics.

The ideal candidate holds a Bachelor's degree and has experience managing executive calendars, coordinating meetings and travel, and handling financial administration.

Qualifications

• Bachelor's degree required.
• Experience managing executive calendars, scheduling meetings, and coordinating travel.
• Experience supporting meetings, conferences, webinars, or events.
• Experience with purchasing, invoices, reimbursements, or financial administration.

Responsibilities

• Provide day-to-day administrative and executive support to the IAS Executive Director and Institute staff.
• Manage calendars, schedule appointments and meetings, coordinate availability, send reminders, and follow up.
• Coordinate meetings involving faculty, university leadership, students, community partners, external collaborators and stakeholders.
• Organize routine correspondence and track follow-up requests.
• Coordinate domestic and occasional international travel, including flights, hotels, ground transportation, registrations, itineraries, and supporting documents.
• Assist with travel reimbursements and expense reconciliation per university policies.
• Schedule meetings and reserve conference rooms and spaces.
• Prepare and distribute invitations, agendas, Zoom links, presentations, and materials.
• Attend meetings to take notes, prepare minutes, and coordinate follow-up.

Skills

Calendar management

Scheduling meetings

Travel coordination

Executive support

Notes & minutes

Education

Bachelor's degree

Tools

Zoom

Job description

Institute in Los Angeles is seeking an Administrative Project Specialist to provide comprehensive administrative, executive, and operational support to the Executive Director and Institute staff. This role covers calendar management, scheduling, travel coordination, purchasing, expense reconciliation, and meeting logistics.

The ideal candidate holds a Bachelor's degree and has experience managing executive calendars, coordinating meetings and travel, and handling financial administration.