Strategic Administrative & Events Coordinator

UCLA; Los Angeles (CA); On-site; USD 55,000 - 75,000; Full time

Job summary

The UCLA Anderson Center MEMES seeks an Administrative Specialist to serve as the daily administrator, supporting conferences, MBA courses, Summer Programs, student clubs, and development initiatives. Under supervision from the ED and PM, you will manage the ED's calendar, coordinate meetings and travel, respond to inquiries, and oversee communications and logistics.

You will maintain the Center's contact database, update the website and social media, greet visitors, and manage general office

Qualifications

• Professional demeanor to provide proactive and pleasant communication to all constituencies.
• Demonstrated skill in providing quality customer service in high traffic environments and excellent oral communication skills.
• Demonstrated high-level skill in professionally coordinating telephone, interpersonal, electronic and print communications.
• Demonstrated skill in speaking extensively with senior executives, their offices, students, faculty, prospective students, Anderson personnel.
• Demonstrated skill in organization and multi- tasking --prioritizing assignments and achieving high productivity and quality under rigid deadlines.
• Demonstrated skill in working independently and following through on assignments with minimal directions.
• Skills in innovation and creatively thinking new alternatives and opportunities.
• Detailed knowledge of the English language and proofreader marks to correct grammar, spelling, and punctuation errors.
• Demonstrated skill in coordinating large scale, high-profile, complex conferences and events.
• Working knowledge to operate a PC in a Windows environment, organize the drive directory within the Local Area Network, manipulate computer files, and smoothly manipulate e-mails and accounts.
• Detailed knowledge of Word, Excel, and PowerPoint to produce business correspondence, research tables and graphs, financial reports, mail merge databases and presentations.
• Demonstrated skill in using Internet search engines for research materials; library resources, journal articles, working papers, contact information, book retailers, etc.
• General knowledge of Adobe Acrobat, On-Line Purchasing and Accounts Payable System (PAC), UCLA Express, and Photoshop.
• Demonstrated skill in typing 50 WPM.
• Demonstrated skill in general office management sufficient to manage an office as the key day-to-day administrator.
• Ability to work occasional evening or weekend (1-2/month) events.
• General knowledge of ACT or another similar customer relationship management database. Demonstrated skill in database maintenance.
• Proven knowledge of entertainment, media, and/or technology companies, businesses, and relationships.
• General knowledge of Canva, Adobe Illustrator, Adobe Photoshop, HTML, Wordpress and/or content management systems.

Responsibilities

• Serve as daily administrator for the UCLA Anderson Center MEMES, supporting conferences, events, and courses.
• Manage the ED's calendar and coordinate meetings, travel arrangements, and appointments.
• Respond to email and phone inquiries for the Center.
• Coordinate summer program faculty and staff and logistics for programs, including room and transportation.
• Update external communications, newsletters, and the Center's contact management database.
• Greet visitors and handle general office management duties, including supplies and speaker gifts.

Skills

Communication

Customer service

Executive coordination

Multitasking

Independent work

Attention to detail

Event coordination

Typing 50 WPM

Office management

CRM knowledge

Tools

Word

Excel

PowerPoint

Adobe Acrobat

Photoshop

Canva

Illustrator

HTML

Wordpress

PAC (Accounts Payable)

UCLA Express

Job description

The UCLA Anderson Center MEMES seeks an Administrative Specialist to serve as the daily administrator, supporting conferences, MBA courses, Summer Programs, student clubs, and development initiatives. Under supervision from the ED and PM, you will manage the ED's calendar, coordinate meetings and travel, respond to inquiries, and oversee communications and logistics.

You will maintain the Center's contact database, update the website and social media, greet visitors, and manage general office