Executive Office Coordinator

UCLA; Los Angeles (CA); On-site; USD 65,000 - 90,000; Full time

Job summary

The UCLA Lake Arrowhead Lodge seeks an Executive Office Coordinator to act as the administrative backbone for the executive leadership team. You will manage complex schedules, coordinate high-priority meetings, and facilitate cross-departmental communication with professionalism and discretion.

Responsibilities include handling confidential information, driving administrative efficiency, and serving as the main ambassador for the executive team across departments, with an emphasis on teamwork

Qualifications

• Bachelor's Degree in a related field (Required) or combination of education and equivalent experience.
• Experience coordinating high-volume schedules, meetings, and travel arrangements.
• Strong written and verbal communication skills with professional discretion.
• Ability to maintain confidentiality of sensitive information and handle complex tasks.

Responsibilities

• Manage complex schedules and calendar for executive leadership.
• Coordinate high-priority meetings and cross-departmental communications.
• Facilitate administrative processes to improve efficiency across departments.
• Handle confidential information with strict discretion and professionalism.

Skills

Microsoft Office Suite

Confidentiality

Calendar management

Executive support

Cross-department communication

Project coordination

Interpersonal skills

Written communication

Team collaboration

Education

Bachelor's degree in related field

Tools

Microsoft Office Suite

Job description

Department Summary

The UCLA Lake Arrowhead Lodge operates as a 50-acre conference center and retreat from September through mid-June, and transitions into the Bruin Woods family camp for UCLA alumni during the summer.

Department Summary

The UCLA Lake Arrowhead Lodge operates as a 50-acre conference center and retreat from September through mid-June, and transitions into the Bruin Woods family camp for UCLA alumni during the summer.

Position Summary

The Executive Office Coordinator serves as the administrative backbone and primary operational contact for the executive leadership team at UCLA Lake Arrowhead Lodge. In this key position, you will ensure seamless daily operations across the executive suite by managing complex schedules, coordinating high-priority meetings, and facilitating cross-departmental communication.

As a main ambassador for our executive team, you will maintain a high level of professionalism, handle confidential information with strict discretion, and drive administrative efficiency across all departmental operations.

Salary & Compensation

• UCLA provides a full pay range. Actual salary offers consider factors, including budget, prior experience, skills, knowledge, abilities, education, licensure and certifications, and other business considerations. Salary offers at the top of the range are not common. Visit UC Benefit package to discover benefits that start on day one, and UC Total Compensation Estimator to calculate the total compensation value with benefits.

Qualifications

• 2+ years Experience in personnel, accounting, project management, or administration in a department of one hundred or more employees (Required)
• Experience maintaining a high standard of productivity within a broad scope of responsibility despite frequent interruptions; Ability to complete a large volume of diverse tasks efficiently, meeting established deadlines (Required)
• Skill organizing information, people, finances and other resources to develop effective programs and bring to closure projects simultaneously while optimizing efficiency and minimizing duplication of effort (Required)
• Skill in analyzing operating procedures and recommending necessary changes consistent with accepted practices (Required)
• Highly developed interpersonal communication skills including political acumen and social perceptiveness (Required)
• Expert skill using standard business software (e.g. Microsoft Office Suite) (Required)
• Excellent oral and written communication skills to effectively communicate with diverse populations with competing priorities; Ability to effectively and clearly convey information to individuals at various organization levels and to groups of different sizes (Required)
• Skill in writing grammatically correct business English, such as proposals, memos, and other routine correspondence (Required)
• Ability to encourage and motivate individuals to work together to achieve department's goals and objectives (Required)
• Skill in working as part of a team and collaborating with colleagues, and ability to establish and maintain cooperative working relationships with administrators, faculty, students and staff (Required)
• Demonstrated ability to handle highly confidential matters discreetly and maintain strict confidentiality of sensitive information (Required)
• Ability to obtain certificate as fingerprint roller. (Required)
• Working knowledge of University policies, procedures, and business systems (Preferred)

Education, Licenses, Certifications & Personal Affiliations

• Bachelor's Degree in a related field (Required) Or
• combination of education and equivalent experience ()
• Must possess, upon hire, and maintain a valid CA noncommercial Class C License in accordance with the California (CA) Department of Motor Vehicles. (Required)

Special Conditions for Employment

• Background Check: Continued employment is contingent upon the completion of a satisfactory background investigation.
• Live Scan Background Check: A Live Scan background check must be completed prior to the start of employment.
• Age Requirement: Candidate(s) must be 18 years or older to be eligible to be hired.
• Driving Record: The position is subject to the California DMV "Pull Notice System" and continued employment is contingent upon proof of a satisfactory driving record.
• Evening, weekend, and holiday work as business dictates (Required)

Schedule

8:00 a.m. to 5:00 p.m., Monday through Friday

Union/Policy Covered

CX-Clerical & Allied Services

Complete Position Description

https://universityofcalifornia.marketpayjobs.com/ShowJob.aspx?EntityID=38&JDName=Administrative%20Officer%202%20CX%20(41271734)