Executive Office Coordinator

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

Job summary

The UCLA Luskin Conference Center seeks an Executive Office Coordinator to drive seamless administrative leadership on the UCLA campus. You will manage the executive team's scheduling, coordinate cross-department communications, and support VIP guest relations in a fast-paced hospitality setting.

This role requires a polished professional with strong organizational skills, the ability to balance priorities, and a commitment to outstanding customer service in line with UCLA Hospitality standards.

Qualifications

• 2+ years in administration, coordination, or related operations roles within a large department (Required)
• Demonstrated ability to manage high-level scheduling and multi-task across teams (Required)
• Strong written and oral communication with diverse stakeholders (Required)
• Experience handling confidential information with discretion (Required)
• Proficiency in standard business software (e.g. MS Office) (Required)
• Ability to work as part of a team and build cooperative relationships (Required)
• Evening, weekend, and holiday work as business dictates (Required)

Responsibilities

• Manage high-level scheduling for executive team and events
• Coordinate cross-department communications and daily office logistics
• Support VIP guest relations and special projects
• Maintain confidential information with discretion and professionalism

Skills

Office administration

Scheduling

Communication

Confidentiality

MS Office

Teamwork

Education

Bachelor's Degree

Tools

Microsoft Office Suite

Job description

Department Summary

The Luskin Conference Center (LCC) is a 300,000-square-foot, 7-story property on the UCLA campus. The LCC is comprised of 254 guest rooms, approximately 25,000 square feet of meeting space, a 160-seat restaurant, a fitness center, and a business center. The LCC is an academic meeting and conference destination supporting UCLA's education and research mission. The Luskin Conference Center is a no-tipping environment.

Position Summary

The UCLA Luskin Conference Center is seeking a dynamic, highly organized Executive Office Coordinator to drive seamless operational and administrative leadership within our world-class hospitality environment. Situated at the heart of the UCLA campus, the Luskin Conference Center bridges academic excellence with top-tier lodging and event management.

As the primary administrative anchor for the executive team, you will manage high-level scheduling, facilitate cross-departmental communications, oversee daily office logistics, and support VIP guest relations. This role requires a polished professional who thrives in a fast-paced environment, balances competing priorities with ease, and embodies UCLA Hospitality's commitment to exceptional customer service.

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.

Qualifications

• 2+ years Experience in personnel, accounting, project management, or administration in a department of two 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)
• 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 ()

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.
• 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