The Administrative Assistant to the Office of the Chief Operating Officer (Assistant) will provide high-level administrative support to the Office of the Chief Operating Officer (COO), reporting to the Executive Director of Business Services Administration. This position will assist in a variety of items under the University’s COO umbrella, including, but not limited to, those implicated in Business Services Administration, Governmental and Regulatory Affairs, Real Estate Operations, the Department of Public Safety, and the Center for Sustainability. The ideal candidate must be exceedingly well organized, flexible, and enjoy the administrative challenges of supporting an office with diverse projects and priorities. The ability to interact with staff (at all levels) in a fast-paced environment, sometimes under pressure, while remaining proactive, resourceful, and efficient, with a high level of professionalism and confidentiality is crucial to this role. In addition to the primary role of supporting the Office of the COO, the Assistant will also support the Office of the Executive Vice President (EVP) and all other operational areas. This position must utilize problem-solving skills on a myriad of levels, from rearranging complex schedules to revising and refining existing policies. It is vital for this candidate to assess the status quo and the desired final product, then create an appropriate action plan. Advanced written and verbal communication skills, strong decision-making ability, and attention to detail are equally important.

Duties

• Work closely with the COO and EVP administrative team to greet visitors and interface with University departments and outside vendors. Provide first level of service on the phones, handling inquiries and directing all incoming calls to the appropriate party promptly and efficiently. Review incoming mail and email. Draft and proof correspondence, memorandums, and reports.
• Help maintain departmental budgets and provide regular reports. Process vendor payments, credit card billing, and reconciliations.
• Formulate and maintain spreadsheets and databases. Draft memoranda and reports.
• Responsible for management of various COO division calendars, requiring interaction with both internal and external executives, assistants, and consultants, to coordinate a variety of meetings. Maintain recurring administrative calendars and coordinate timing of action items for time-sensitive projects. Coordinate travel arrangements, lunches, meetings, and events on behalf of multiple members of the COO division.
• Organize, compile, and complete reports on an assortment of topics. Draft emails on a wide range of topics. Communicate with high-level consultants, including attorneys, environmental experts, business partners, engineers, governmental officials, and students, faculty, and staff throughout the University. Draft, edit, and review complex submission and presentation materials for internal and external stakeholders. Monitor and report on federal, state, and local legislation. Plan annual sustainability events, become a certified employee transportation coordinator, and promote sustainability programs and efforts to the internal and external community.
• Organize and maintain files.
• Prepare for meetings, including catering and meal requests.
• Perform 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.
• Strong interpersonal communication skills; Strong administrative support skills; Strong customer service 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; Ability to 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, and attorneys; Ability to effectively liaise with third-party partners, consultants, and government officials.
  
  Pepperdine University is a Christian university committed to the highest standards of excellence and integrity. 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; and (iv) be committed to the highest ethical standards, with personal and professional character and integrity beyond reproach.

Preferred:

• Experience in higher education administration.
• 2-3 years of experience as office manager, executive assistant, or administrative assistant.

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, Nonexempt, 40 hour per week position.

Expected Pay Range: $24.66 - $27.40 per hour 

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.