Senior Administrative Coordinator, CEEL

lmu; United States; On-site; USD 55,000 - 75,000; Full time

Job summary

Loyola Marymount University seeks a Senior Administrative Coordinator to support the Executive Director and CEEL leadership with strategic time and meeting management, project coordination, fundraising efforts, and stakeholder engagement. You will coordinate travel, prepare materials, manage confidential communications, and maintain organized records, enabling leadership to focus on university priorities.

In coordination with CEEL operations staff, you will assist in donor engagement, events,

Qualifications

• Bachelor's degree or equivalent experience.
• Four years of administrative support experience in a complex office.
• Proficiency with Microsoft 365, Teams, and Zoom.
• Strong organizational and written/verbal communication skills.
• Ability to handle confidential information with discretion.

Responsibilities

• Manage executive calendar and meetings.
• Prepare executives for meetings with required information.
• Coordinate executive projects and action items for timely completion.
• Support fundraising and donor engagement through materials and follow-up communications.
• Coordinate travel and submit expense reports per guidelines.
• Maintain confidential documents and records.
• Draft and manage executive communications and correspondence.
• Attend meetings to capture notes and decisions and track progress.

Skills

Administrative support

Customer service

Time management

Communication

Meeting coordination

Travel coordination

Project coordination

Fundraising support

Confidentiality

Education

Bachelor's degree

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, preparing 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,