Senior Administrative Coordinator, CEEL

Loyola Marymount University; Town of Lewisboro (NY); On-site; USD 37,000 - 46,000; Full time

Job summary

Loyola Marymount University in Los Angeles seeks a Senior Administrative Coordinator to support the Executive Director and CEEL leadership. This role coordinates calendar, meetings, travel, expense reports, and confidential communications, aligning operations with center initiatives and university standards.

Working with CEEL staff, you will assist in fundraising activities, prepare briefing materials, and track action items.

Qualifications

• Typically a bachelor’s degree or equivalent experience.
• Four years of administrative support experience in a complex office environment.
• Proficiency in office software (Microsoft 365, Teams, Zoom).
• Excellent organizational and communication skills.
• Ability to manage deadlines and multiple projects.
• Discretion and professional judgment in confidential matters.

Responsibilities

• Manage executive calendar and meeting prep.
• Prepare briefing materials and agendas.
• Coordinate travel and expense reports.
• Support fundraising and donor communications.
• Archive and organize leadership documents.

Skills

Executive support

Calendar management

Meeting coordination

Travel coordination

Donor engagement

Written communication

Education

Bachelor’s degree or equivalent experience

Tools

Microsoft 365

Teams

Zoom

Job description

The Senior Administrative Coordinator, reports to the Center’s Executive Director and is a key support staff to the role and function of the Executive Director and CEEL leadership. Working in coordination with other CEEL operations staff, the Senior Administrative Coordinator will provide direct support to CEEL executive leadership across strategic time and meeting management, project coordination, fundraising efforts, internal and external communications and stakeholder engagement, travel and expense coordination and other administrative functions. This role optimizes executive productivity within and external to Center commitments, stakeholders and partners.

Position Specific Responsibilities/Accountabilities

• Manage, prioritize and prepare for meetings on the executive’s calendar, including scheduling protocols to support productivity and capacity.

• Prepare executive for meetings, including developing, providing, and securing the needed information to support effective preparation.

• Coordinate executive project engagement and action items to ensure timely completion of accountabilities to internal and external stakeholders/partners.

• Support the executive in various fundraising and donor engagement efforts through meeting coordination, preparation of materials and follow-up communication.

• Coordinate all executive travel needs, including air, hotel and conference reservations. Prepare and submit expense reports per guidelines.

• Maintain, organize and archive key documents, ensuring leadership materials are systematically stored and retrievable.

Executive Calendar & Time Management

• Strategically manage executive calendar, balancing priorities, deadlines, and organizational needs to maximize efficiency and focus.

• Anticipate scheduling conflicts and proactively adjust priorities to optimize executive availability and workflow.

• Coordinate logistics for internal and external meetings, including agendas, materials, technology, and follow-up actions.

Communication & Correspondence

• Coordinate confidential and high-level interactions with discretion, professionalism, and sound judgment.

• Facilitate communication and scheduling between executive leadership and external partners.

• Draft, edit, and manage executive communications, including emails, presentations, reports, and correspondence on behalf of leadership.

• Serve as a liaison between the executive and internal/external stakeholders, ensuring timely communication and follow-through.

• Screen and prioritize incoming requests, inquiries, and correspondence, escalating urgent matters as appropriate.

Project & Operations Coordination

• Prepare meeting agendas, briefing documents, and presentation materials.

• Attend meetings as needed to capture notes, action items, and key decisions; track progress to completion.

• Support special projects and organizational initiatives by coordinating timelines, stakeholders, and communications.

Event & Fundraising Support

• Coordinate executive participation in conferences, donor events, speaking engagements, and organizational functions.

• Assist in preparing briefing materials, donor profiles, presentations, and follow-up correspondence for fundraising activities.

• Support event planning logistics, registration, travel, and executive itineraries.

• Coordinate all executive travel needs, including air, hotel and conference reservations. Prepare and submit expense reports per guidelines.

Confidentiality & Office Management

• Handle sensitive and confidential information with the highest level of discretion and professionalism.

• Maintain filing systems, records management, and document retention practices in compliance with organizational standards.

Loyola Marymount University Expectations

Exhibit behavior that supports the mission, vision, and values of the university. Communicate and employ interpersonal actions that model high standards of professional, responsible, accountable, and ethical conduct. Demonstrate a commitment to outstanding customer service and strong attention to detail.

Requisite Qualifications

• Typically a bachelor’s degree or equivalent experience. Incumbent will be expected to continue upgrading knowledge, skills, and abilities as needed to keep abreast of current office technologies, efficiencies and processes.

• Four years of administrative support experience in a complex office environment.

• Demonstrated knowledge in the areas of customer service and advanced administrative office support. Knowledge of modern office practices and procedures; filing systems; telephone, email and business etiquette; proofreading; strong command of grammar and spelling, letter and report writing, office equipment use and maintenance.

• Proficiency in office software applications (e.g., Microsoft 365 Office Suite, Teams, Zoom, etc.) and university systems, and ability to learn and adapt to internal systems quickly. Understanding of and ability to support and enhance organizational structure and defined processes.

• Excellent organizational skills, with meticulous attention to detail and the ability to manage deadlines and simultaneous projects.

• Proven ability to work calmly and efficiently in a high-pace, high-volume environment.

• Excellent written and verbal communication and time management skills.

The above statements are intended to describe the general nature and level of work being performed. They are not intended to be construed as an exhaustive list of all responsibilities, duties and skills required of this position.

#HERC# #HEJ#

Staff Term (Fixed Term)

Salary range

$26.54 - $33.12 Salary commensurate with education and experience.

Please note that this position may not be eligible for visa sponsorship now or in the future.

Loyola Marymount University, a Carnegie classified R2 institution in the mainstream of American Catholic higher education, seeks outstanding applicants who value its mission and share its commitment to inclusive excellence, the education of the whole person, and the building of a just society. LMU is an equal opportunity employer committed to providing an environment free from discrimination and harassment as defined by federal, state and local law. We invite all persons in the full diversity of their being, life experience, and beliefs to apply. (Visit www.lmu.edu for more information.)

LMU is committed to providing equal access to employment opportunities and ensuring a comprehensive recruitment and selection process for all applicants.

Individuals who require a reasonable accommodation to participate in any stage of the application, interview, or selection process may contact Human Resources at [e-mail] or by phone at [phone]. Applicants who use relay services or other assistive communication technologies are welcome to utilize those services when contacting Human Resources.

When contacting Human Resources, please include the job posting number, title of the position and department for which you are applying. Applicants are not required to disclose the nature of a disability or provide medical information when requesting an accommodation during the recruitment process.

LMU will work with applicants in a timely and interactive process to identify and provide reasonable accommodations consistent with applicable federal and state law.