Senior Administrative Coordinator, CEEL

• →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.

• 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.

• 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.

• 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.

• 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.

• 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.

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.

• 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.

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Salary range

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

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 hr@lmu.edu or by phone at (310) 338-2723. 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.