Executive Assistant to the Board of Regents

Pepperdine University; Malibu (CA); On-site; USD 75,000 - 85,000; Full time

Job summary

Pepperdine University is seeking an Executive Assistant to the Board of Regents in Malibu to provide high-level support to the Senior Vice President for Global Impact and Chief of Staff. The role requires independent, proactive work in a fast-paced, confidential environment, handling complex schedules and governance matters.

The ideal candidate will have 4+ years in executive support, strong communication, Google Suite proficiency, and experience with board administration.

Qualifications

• 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
• 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

• Manage the Board of Regents calendar, meetings, agendas, and materials with tact, diplomacy, and discretion.
• Prepare materials for elections, appointments, president’s assessment, regent assessments, and annual reports to ensure bylaws compliance.
• Manage the Board software platform and distribute confidential content and events.
• Onboard and orient new regents; coordinate communications and orientation meeting agendas.
• Process vendor payments, reconciliations, and requisitions; maintain confidential minutes and files.
• Record and track OKRs; prepare annual report and communicate checkpoints.
• Attend board meetings to record minutes and liaise with committee liaisons.
• Plan board retreats and international trips; book lodging and itineraries.
• Assist with special projects and other duties as assigned.
• Oversee financial transactions; monitor budget statements and resolve discrepancies.
• Develop orientation manual with Integrated Marketing Communications; update documents.
• Uphold Pepperdine University mission.

Skills

Executive support

Calendar management

Event planning

Confidentiality

Google Suite

Education

Bachelor’s degree

Job description

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.

Duties

• 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.

The above information has been designed to indicate the general nature and level of work performed by employees within this classification. It is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities, and qualifications required of employees assigned to this job.

Skills and Qualifications

Required:

• 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

Preferred:

• 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

This is a Regular, Exempt, 40 hour per week position.

Expected Pay Range: $75,000 - $85,000 per year

The above pay range reflects what Pepperdine University reasonably expects to pay for this position at time of posting. Actual compensation may vary based on relevant factors such as work experience, market conditions, education/training, and skill level. In addition to base pay, Pepperdine offers a robust and highly competitive benefits package.

Pepperdine is an Equal Employment Opportunity employer and does not unlawfully discriminate on the basis of any status or condition protected by applicable federal, state, or local law. Pepperdine is committed to providing a work environment free from all forms of unlawful discrimination and harassment. Engaging in unlawful discrimination or harassment will result in appropriate disciplinary action, up to and including dismissal from the University.

Pepperdine is religiously affiliated with the Churches of Christ. It is the purpose of Pepperdine to pursue the very highest employment and academic standards within a context that celebrates and extends the spiritual and ethical ideals of the Christian faith. While students, faculty, and staff represent many religious backgrounds, Pepperdine is permitted under applicable law and reserves the right to seek, hire, and promote persons who support the goals and mission of the institution, including the right to prefer co-religionists who support Pepperdine's Christian mission.

Qualified individuals should be able to show respect for workplace differences, and have the ability to work effectively with individuals from different backgrounds.

Offers of employment are contingent upon successful completion of a criminal, education, and employment screening. The University conducts such screenings in compliance with applicable laws and with the objectives of evaluating risk and supporting a safe environment for students, faculty, staff, and guests; safeguarding key University assets including people, property, information, and the University’s reputation; and providing comprehensive job-related information to University leaders to enable them to make prudent hiring decisions. Individuals will be required to disclose any criminal convictions on a designated form after receiving a conditional offer of employment; failure to disclose accurate information may result in withdrawal of the offer or termination of employment. Qualified individuals with criminal histories will be considered for employment in compliance with applicable laws, including the Los Angeles County Fair Chance Ordinance.