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Executive Assistant to the Vice President and Chief Business Officer

Apply now Job no: 503118
Work type: Regular
Location: Malibu Campus
Categories: Administrative/Office Support

The Executive Assistant is responsible for the day-to-day administrative operations of the office of the Vice President and Chief Business Officer (CBO). Pepperdine University is a Christian university committed to the highest standards of excellence and integrity. As an executive assistant in this office, it is vital to set an example of professionalism and excellence.

Candidates for this position should: (i) be committed to the mission and goals of Pepperdine University; (ii) be consummate team players who are solutions-oriented, with a demonstrated ability to build relationships; (iii) have a sense of urgency and responsiveness when handling projects, with an ability to handle multiple tasks focused on university objectives in a timely manner; (iv) be committed to the highest ethical standards, with personal and professional character and integrity beyond reproach; and (v) be inclined to smile and laugh. The executive assistant will primarily provide support to the CBO, but also support the office of the Executive Vice President, and all operational areas. Working with the administrative team and supporting other staff - supporting the front desk by providing coverage on an as-needed basis, contributing as needed, to the overall smooth functioning of the office. This position will have exposure to the highest levels of University leadership and a platform for professional development. This position performs other duties as assigned and reports to the Executive Director of Business Services Administration.

Duties

  • General office support: Responsible for heavy calendar management (coordinate travel arrangements, lunches, meetings, and events), process vendor payments, credit card billing, recharge forms, and reconciliations; administer files; greet visitors; formulate and maintain spreadsheets and databases; interface with departments and external vendors and executive-level offices; maintain office supplies, equipment, and break room; assist with special projects as needed. 
  • Tracking and maintaining clear communication of CBO area projects: Responsible for working with the CBO area staff to keep the CBO apprised of updates on active projects; this requires administering a high-level and complex task management system. 
  • Assisting with projects, reports, assignments, and events: Responsible for developing, reviewing and editing presentations, preparing documents, writing and editing reports, benchmarking and researching data, and assisting with even set-up, registration, management, and take-down, among others. 
  • Communication, both verbal and written: Responsible to provide first-level service on the phones, review and edit presentations, and compose and develop correspondence and reports on behalf of the CBO. 
  • Supporting the CBO division: Responsible for assisting various departments within the division, including Human Resources, Business Services, Graduate Campuses, Special Programs, Governmental and Regulatory Affairs, Center for Sustainability, Real Estate Operations, and Public Safety. Performing other duties as assigned. 
  • Other related duties as assigned. 
  • Uphold University mission through work performed. 

The above information indicates the general nature of work and is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities, and qualifications required of this position.

Qualified individuals should be able to articulate a strong commitment to diversity, and have the ability to work effectively with individuals from different backgrounds.

Skills and Qualifications

Required: Bachelor's degree required. Strong interpersonal communication and administrative support skills. Strong computer skills, preferably Mac-based. Ability to organize, prioritize, and perform work while under pressure. Ability to proactively address issues and take initiative and ownership of projects, and maintain confidentiality of highly sensitive matters. Ability to routinely and independently exercise sound judgment in making decisions. Ability to work effectively with University administrators, Regents, faculty, staff, students, vendors, attorneys, and government officials. Experienced in handling a wide range of administrative and executive support-related tasks. Exceedingly well organized, flexible, and enjoy the administrative challenges of supporting an office with diverse projects and priorities. Interact with staff (at all levels) in a fast-paced environment, remaining proactive, resourceful, and efficient, with a high level of professionalism is crucial to this role. Utilize multi-tasking and problem-solving skills on a myriad of levels, from rearranging complex schedules to revising and refining existing policies. Exceptional written and verbal communication skills, strong decision-making ability, and attention to detail are equally important. 

Preferred: Experience as office manager, executive assistant, or administrative assistant.

Qualified individuals should be able to articulate a strong commitment to diversity, and have the ability to work effectively with individuals from different backgrounds.

Offers of employment are contingent upon successful completion of a criminal, education, and employment screening. Qualified individuals with criminal histories will be considered for employment in compliance with applicable laws.

This is a Regular, Exempt, 40 hour per week position.

Expected Pay Range: $66,560 - $70,000 per year

The above pay range reflects what Pepperdine University reasonably expects to pay for this position at time of posting. Actual compensation may vary based on relevant factors such as work experience, market conditions, education/training, and skill level. In addition to base pay, Pepperdine offers a robust and highly competitive benefits package.

Pepperdine is an Equal Employment Opportunity employer and does not unlawfully discriminate on the basis of any status or condition protected by applicable federal, state, or local law.

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