The Executive Assistant will perform day-to-day administrative and clerical work essential for the smooth operation of the Office of Vice Provost. The ideal candidate will be experienced in handling a wide range of administrative and executive support tasks and will be able to work independently, while also being a solutions-oriented team player with a demonstrated ability to build relationships. The candidate must be exceedingly well-organized and enjoy the administrative demands inherent in supporting an office with diverse projects and rapidly changing priorities. The ability to interact with staff at all levels in a fast-paced environment, sometimes under pressure, while remaining flexible, proactive, resourceful, and efficient is essential.

High levels of professionalism and confidentiality are crucial to this role. The candidate must possess problem-solving skills on a myriad of levels, from managing complex schedules to refining existing policies. They should be able to assess the status quo, identify the desired final product, and create an appropriate action plan. Advanced written and verbal communication skills, strong decision-making ability, and keen attention to detail are equally important.

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 exemplify professionalism, uphold high ethical standards, and demonstrate a strong commitment to the mission and goals of Pepperdine University.

Duties

• Responsible for the administration, organization, and management of the Vice Provost's office, acting with tact, diplomacy, and discretion on a variety of complex and sensitive issues.
• Manage a complex project management system and critical projects on behalf of the Vice Provost.
• Independently responsible for managing the Vice Provost's calendar and appointment schedule based on the needs and priorities of the Vice Provost.
• Develop documents and correspondence for presentations, conferences, seminars, and reports.
• Provide administrative support to various university committees, including serving as recording secretary to University Planning Committee and the Advancement of Student Learning Council.
• Coordinate meetings and events hosted by the Vice Provost.
• Maintain a recurring annual administrative calendar.
• Serve as the first point of contact for phone inquiries, handling calls professionally and directing them as needed.
• Develop and execute domestic and international travel plans.
• Develop and maintain spreadsheets and databases, and maintain an organized filing system and ensure effective file management.
• Process vendor payments, credit card billing, and reconciliations.
• Greet and assist visitors with professionalism and hospitality.
• Act as a tech liaison to troubleshoot basic IT issues.
• Manage incoming mail and correspondence.
• Assist with special projects and other duties as assigned.
• Uphold University mission through work performed.

The above information has been designed to indicate the general nature and level of work performed by employees within this classification. It is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities, and qualifications required of employees assigned to this job.

Skills and Qualifications

Required:

• Bachelor’s degree.
• Minimum of three years of experience in higher education office management, administrative support, or related fields.
• Excellent written and verbal communication skills.
• Strong interpersonal skills and ability to work collaboratively.
• Ability to employ a sense of urgency and responsiveness in project management.
• Detail-oriented, organized, and capable of managing multiple tasks simultaneously.
• Proficiency in Microsoft Office Suite and Google Workspace.
• Demonstrated ability to assess procedures, optimize workflows, and implement new projects.
• Ability to handle sensitive information with confidentiality and discretion.
• Problem-solving mindset with a proactive approach.
• Strong computer skills, particularly in a Mac-based environment.
• Ability to work effectively with University administrators, Regents, faculty, staff, students, vendors, attorneys, and government officials.
• Demonstrate effective interpersonal skills and oral communication skills.
• Independently identify and process administrative tasks with minimal supervision.
• Evaluate and set workload priorities on assigned and self determined tasks.
• Demonstrate strong organization skills.
• Address and anticipate any problems and make change recommendations.
• Demonstrate a strong command of English grammar, punctuation, and spelling.
• Work within a high-speed environment independently.
• Multi-task and deal with rapidly changing priorities in a fast-paced environment.
• Demonstrate high proficiency with MS Word, Excel, Adobe Acrobat, PowerPoint.

Preferred:

• Master’s degree.
• Familiarity with Pepperdine University’s structure, policies, and culture.
• Experience in web design and maintenance (knowledge of OmniUpdate); graphic design experience (knowledge of Adobe Photoshop and Adobe InDesign)

Qualified individuals should be able to show respect for workplace differences, 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. The University conducts such screenings in compliance with applicable laws and with the objectives of evaluating risk and supporting a safe environment for students, faculty, staff, and guests; safeguarding key University assets including people, property, information, and the University’s reputation; and providing comprehensive job-related information to University leaders to enable them to make prudent hiring decisions. Qualified individuals with criminal histories will be considered for employment in compliance with applicable laws, including the Los Angeles County Fair Chance Ordinance.

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

Expected Pay Range: $68,640 - $72,000 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.