Executive Operations and Projects Administrator

The Claremont Colleges Services; United States; Hybrid; USD 80,000 - 90,000; Full time

Benefits offered by this job

Health insurance

Tuition reimbursement

Tuition exchange program

Job summary

The Claremont Colleges Services is seeking an Executive Operations and Projects Administrator to support the Office of the Chief Operating Officer. You will lead strategic initiatives, coordinate cross-functional efforts across Finance, HR, IT, Facilities, and more, and prepare executive communications.

This role emphasizes structure, innovation, and operational excellence to advance institutional priorities.

Qualifications

• Strategic thinking with the ability to manage complex initiatives across departments.
• Strong project management skills and experience leading cross-functional projects.
• Excellent written, verbal, and presentation skills for executives.
• Ability to work with confidential information and high discretion.

Responsibilities

• Lead and coordinate strategic initiatives from planning through implementation.
• Prepare briefing materials, reports, and communications for the COO.
• Coordinate day-to-day operations and governance for the COO's Office.
• Champion innovation and use of technology to improve processes and efficiency.
• Provide operational support including travel arrangements, meetings, and event coordination.

Skills

Strategic thinking

Project management

Executive communications

Cross-functional collaboration

Problem solving

Education

Bachelor's degree

Tools

Microsoft 365

AI tools (ChatGPT, Copilot)

Job description

Location

Claremont, CA

Job Posting Title

Executive Operations and Projects Administrator

Department

Office of the Chief Operating Officer

Supervisor

VP, Chief Operating Officer and Treasurer

Last Updated

7/29/2026

General Description

The Executive Operations Partner serves as a key member of the Office of the Chief Operating Officer (COO), providing operational, project, and executive support that enhances the effectiveness of the Office. Working across Finance, Human Resources, Information Technology, Facilities, Dining Services, Legal Affairs, Risk Management, and other operational areas, this position leads and coordinates cross-functional initiatives, manages projects, prepares executive communications and briefing materials, and ensures the timely execution of institutional priorities. The successful candidate is a highly organized, collaborative professional who exercises sound judgment, demonstrates intellectual curiosity, and enjoys bringing structure to complex initiatives. They are an effective problem solver who thrives in a dynamic environment and values innovation, continuous improvement, and leveraging technology to enhance organizational effectiveness. Through exceptional service, collaboration, and operational excellence, this role supports the College's mission while helping create efficient, sustainable solutions across the institution. The successful candidate continually asks, "Is there a better way?" They proactively identify opportunities to improve systems, simplify processes, automate routine work, and increase the effectiveness of the Office of the COO.

Essential Functions

• Strategic Project Leadership Lead and coordinate strategic initiatives and special projects on behalf of the COO from planning through implementation. Develop project plans, monitor milestones, identify risks, facilitate collaboration, and ensure successful execution of institutional priorities. Coordinate complex initiatives involving multiple departments, trustees, consultants, attorneys, and external partners. Develop dashboards, project trackers, reports, and other tools that provide visibility into strategic priorities and organizational performance. Ensure commitments made by the Office of the COO are appropriately tracked, communicated, and completed.
• Strategic Partnership Serve as a trusted thought partner to the COO by anticipating needs, identifying opportunities, and recommending solutions that improve organizational effectiveness. Partner with the COO to translate strategic priorities into coordinated action across multiple departments and initiatives. Conduct research, synthesize complex information, and develop recommendations that support informed decision-making. Prepare briefing materials, presentations, reports, correspondence, and other communications that support the work of the COO. Attend meetings as appropriate; document key decisions, identify action items, coordinate follow-up activities, and independently advance initiatives resulting from those meetings. Anticipate emerging issues, competing priorities, and organizational needs while exercising exceptional judgment and discretion.
• Operations & Governance Coordinate the day-to-day operations of the Office of the COO to ensure efficient execution of priorities. Manage highly confidential legal, financial, personnel, college governance process, and operational information with exceptional professionalism and discretion. Coordinate legal engagement agreements, litigation hold documentation, contract administration, confidential records, and other operational matters as assigned. Coordinate Board committee meetings, prepare for senior staff meetings, leadership retreats, and other meetings involving the COO. Prepare agendas, meeting materials, reports, presentations, and briefing documents. Serve as a liaison between the Office of the COO and trustees, faculty, staff, students, consultants, attorneys, and external partners. Ensure meeting decisions, action items, and commitments are documented, communicated, and followed through to completion. This includes meeting minutes as required. Organize and maintain policies, contracts, records, and other sensitive documentation in accordance with College practices. Maintain communications and website for the Office of the COO.
• Innovation & Continuous Improvement Champion the thoughtful use of artificial intelligence, automation, and emerging technologies to improve the effectiveness of the Office of the COO. Leverage technology, automation, and efficient processes to streamline administrative activities, allowing the COO to maintain direct visibility and ownership of executive priorities while minimizing administrative burden. Research emerging technologies and best practices that strengthen operations and institutional effectiveness. Continually evaluate workflows and recommend improvements that simplify processes, eliminate unnecessary work, and improve organizational capacity. Develop systems that improve communication, project management, accountability, and operational efficiency.
• Operational Support Coordinate travel arrangements, expense reporting, meeting logistics, document routing, signature coordination, and other operational support activities as needed. Support preparation for meetings and follow-up activities while enabling the COO to maintain direct ownership of priorities and time management. Coordinate events and special functions as assigned. Provide flexible operational support as organizational priorities evolve, recognizing that the nature of administrative responsibilities will continue to change through innovation, technology, and automation. Perform other related duties as assigned.

Required Knowledge, Skills and Abilities

Demonstrated ability to think strategically while executing operational details with exceptional accuracy. Exceptional organizational and project management skills with the ability to manage numerous complex initiatives simultaneously. Exceptional analytical, critical thinking, and problem-solving skills with the ability to synthesize complex information into meaningful recommendations. Demonstrated intellectual curiosity and a genuine interest in understanding the governance, operations under the purview of the office of the COO within a complex liberal arts college. Outstanding written, verbal, and interpersonal communication skills with the ability to prepare high-quality reports, presentations, correspondence, and briefing materials. Strong relationship-building skills with the ability to establish credibility and collaborate effectively across all levels of the institution. Demonstrated ability to work effectively while balancing competing priorities and building consensus among diverse stakeholders. Represents the Office of the COO with professionalism, humility, integrity, and sound judgment. Conducts work in a manner consistent with Pitzer College's mission, values, and Vision. Approaches challenges with a solutions-oriented mindset while maintaining transparency, respect, accountability, ownership, initiative, and personal accountability. Maintains a high level of responsiveness and dependability while exercising sound judgment regarding priorities and urgency. Works independently with minimal direction while communicating proactively and appropriately. Measures success by outcomes, reliability, and contribution to the effectiveness of the organization. Advanced proficiency with Microsoft 365, including Outlook, Teams, Word, Excel, PowerPoint, and related productivity applications. Demonstrated proficiency using artificial intelligence tools (e.g., ChatGPT, Microsoft Copilot, Claude, Gemini, or similar technologies) to improve productivity, conduct research, draft communications, analyze information, and streamline workflows. Strong aptitude for learning emerging technologies and identifying opportunities to improve operations through innovation. Proven ability to exercise exceptional judgment, maintain strict confidentiality, and appropriately manage highly sensitive information. Demonstrated emotional intelligence, resilience, diplomacy, professionalism, and discretion in a dynamic environment.

Experience/Education

Education: Bachelor's degree required. Experience: Five or more years of progressively responsible experience supporting senior leaders, managing strategic projects, coordinating operations, or leading complex organizational initiatives. Preferred Qualifications: Experience in higher education or another complex, mission-driven organization is highly desirable. A degree from one of The Claremont Colleges is preferred. Experience coordinating confidential legal, governance, financial, operational, or personnel matters is preferred.

License/Certifications

California Driver's license and a good driving record required.

Supervisory Responsibility

Yes. Student workers.

Work Schedule

This is a regular, exempt, full-time staff position, working 12 months per year. The regular schedule for this position is Monday through Friday, 8:00 a.m. to 5:00 p.m. Hours may vary depending on the operational needs of the College or department, including evenings and weekends as required.

Compensation

Budgeted Salary Range: $80,000-$90,000 per year

Pitzer College is committed to providing comprehensive benefits to eligible employees and their eligible dependents. Our benefits package includes competitive compensation, health, dental, and vision insurance, retirement savings plans, generous paid time off (vacation, holidays, sick time, parental leave, bereavement, etc.), tuition reimbursement, tuition exchange program participation and more.

Work Model

Eligible for a Hybrid work schedule. Expected to exercise sound judgment in determining when on-campus presence is necessary to best support the Office of the COO, institutional priorities, and collaborative work.

Physical Requirements

This is generally a sedentary position. Must be able to sit for prolonged periods of time and operate a computer for prolonged periods of time. You must have the ability to drive locally for events and appointments.

Classifications

Yes - AB1825
No - CSA Reporter
Yes - FERPA
No - Mandatory Reporter
No - Responsible Employee

Employment Requirements

Employment is contingent upon a candidate possessing the knowledge, skills and abilities to be able to successfully perform the essential duties of the position, or be able to explain or demonstrate how the essential functions will be performed, with or without reasonable accommodation, using some other combination of skills and abilities. Employment is also contingent upon new employees providing documents verifying U.S. citizenship or, for aliens, documents verifying legal permission to work in the United States. For positions requiring the use of a college-owned vehicle, employment is contingent upon a driving record acceptable to the colleges’ automobile liability insurance. Final candidates in all staff positions will be required to undergo a background investigation; in addition some positions may require a physical lift test and pulmonary function test.

Covid-19 Vaccination

Pitzer College has mandated the COVID-19 vaccination for all employees. New employees are required to show proof of full vaccination, including booster, against COVID-19 or request a Pitzer College approved medical or religious exemption on or before their first day of employment.

Equal Employment Opportunity and Non-Discrimination

Pitzer College adheres to both the letter and the spirit of Equal Employment opportunity and Affi- cative Action. It does not discriminate on the basis of race, color, creed, religion, national or ethnic origin, sex, gender, age, sexual orientation, marital status, pregnancy, disability, medical condition, or veteran status, in the administration of its admission policies, educational policies, scholarship and loan programs, athletic and other College-administered programs, and employment policies. Pitzer strongly encourages candidates from underrepresented groups to apply.

Background Investigations

Final candidates for all staff positions will be required to undergo a full background check. Employment is contingent upon satisfactory results.

About the College

Pitzer College — a private, undergraduate, coeducational college of the liberal arts and sciences — is consistently ranked among the best such colleges in the country. Located in Claremont, California, a city about 35 miles east of Los Angeles, Pitzer is a member of The Claremont Colleges consortium and benefits from the shared resources of seven institutions.