Senior Administrative Coordinator, CEEL

Loyola Marymount University; United States; On-site; USD 37,000 - 45,000; Full time

Job summary

Loyola Marymount University is seeking a Senior Administrative Coordinator to support the CEEL leadership. The role includes calendar and time management, project coordination, and travel/expense duties across internal and external stakeholders.

Responsibilities include preparing meetings, coordinating donor engagement, and drafting executive communications. Bachelor’s degree or equivalent experience and four years of admin experience are required for this fixed-term staff position.

Qualifications

• Bachelor’s degree or equivalent experience required.
• Four years of administrative support experience in a complex office environment.
• Demonstrated knowledge in customer service and advanced administrative office support.
• Proficiency in Microsoft 365 Office Suite and ability to learn internal systems quickly.

Responsibilities

• Manage executive calendar and meetings with scheduling protocols.
• Prepare executives for meetings with necessary information and materials.
• Coordinate projects, actions, and follow-ups with internal/external stakeholders.
• Support fundraising and donor engagement through materials and coordination.
• Coordinate travel: air, hotel, conferences, and expense reports.

Skills

Customer service

Time management

Verbal communication

Written communication

Organization

Education

Bachelor’s degree or equivalent experience

Tools

Microsoft 365

Microsoft Teams

Zoom

Job description

Senior Administrative Coordinator

Position Summary

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.

Salary and Term

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.

About Loyola Marymount University

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.

Accommodation & Accessibility

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.

University Mission & Culture

Founded in 1911, Loyola Marymount University is a Carnegie classified R2 institution rooted in the Jesuit and Marymount traditions. We are committed to fostering a diverse academic community rich in opportunity for intellectual engagement and real-world experience. We enroll an academically ambitious, multicultural, and socioeconomically diverse student body. We recruit, retain and support a diverse faculty committed to excellence in teaching, research, scholarship and creativity.

Our three campuses are rooted in the heart of Los Angeles, a global capital for arts and entertainment, innovation and technology, business and entrepreneurship.

LMU is a unique and rewarding place to work. As you consider your employment opportunities with our institution, we encourage you to take the time to learn about the university community and how it distinguishes us from other places of employment.

We are proud of the programs, benefits and services we provide our community. We strive to ensure an inclusive environment in all aspects of campus life that fosters a strong sense of trust and mutual respect.

Equal Employment Opportunity Statement

Loyola Marymount University is an equal employment opportunity employer and prohibits unlawful discrimination on the basis of race, religious creed (including religious dress and grooming practices), color, national origin (including language and language use restrictions), ancestry, disability (mental and physical) including HIV and AIDS, legally protected medical condition (cancer-related or genetic characteristics), denial of Family and Medical Care Leave, marital status, sex (including pregnancy, childbirth, breastfeeding or related medical condition), gender, gender identity, gender expression, age 40 or over, military or veteran status, sexual orientation, genetic information or any other bases protected by federal (including but not limited to Title VI and Title VII of the Civil Rights Act of 1964, Title IX of the Education Amendments of 1972, Section 504 of the Rehabilitation Act of 1973 and the Americans with Disabilities Act of 1990), state or local law.

The University does not discriminate on these bases, or any other basis protected by law, in the administration of any of its education or admissions policies, scholarship or loan programs, athletics, and other school-administered policies and programs, or in its employment policies and practices.

All University policies, practices, and procedures are administered in a manner consistent with LMU's Jesuit identity and character.

Contact

To learn more about the University's Statement of Non-Discrimination policy and related grievance procedures, click here.

To report questions or concerns about sex-based discrimination, please contact [e-mail] or 310.568.6105.

To learn more about Federal & State Employment Notices, click here: