<p>Position Summary</p> <p>The Executive Affairs Assistant supports the Director of Executive Affairs and serves as a key member of the Executive Affairs team. The Assistant provides administrative support across a range of functions, including executive operations, scheduling, documentation, ceremonial preparation, and day-to-day coordination. The position also provides direct administrative assistance to the Senior Advisor and University Ambassador. The Assistant helps ensure readiness, professionalism, and continuity of service in all aspects of executive affairs. The role requires discretion, attention to detail, and a strong commitment to collaboration and service.</p> <p>Position Specific Responsibilities/Accountabilities</p> <p>Executive Affairs Administrative Support</p> <ul> <li>Provide administrative support to the Director of Executive Affairs, the Executive Affairs team, and the Senior Advisor and University Ambassador. </li><li>Coordinate day-to-day operations by tracking tasks, monitoring deadlines, and ensuring timely follow-up. </li><li>Maintain internal planning documents, archives, and shared systems to support continuity, preparedness, and timely communication. </li></ul> <p>Support to the University Ambassador</p> <ul> <li>Provide administrative and scheduling support to the Senior Advisor and University Ambassador. </li><li>Coordinate with internal departments and external contacts to arrange appearances, speaking engagements, and outreach activities. </li><li>Ensure all logistics are aligned with presidential schedules and university protocols. </li><li>Draft and organize materials, background briefings, and communications to support the University Ambassador's institutional initiatives and engagements. </li><li>Maintain a high level of professionalism, discretion, and responsiveness in support of all activities associated with the role, which often includes extensive collaborations with high visibility and high impact individuals and organizations. </li></ul> <p>Executive Spaces and Operations</p> <ul> <li>Provide logistical and administrative support for the upkeep of key executive spaces, including the President's Dining Room, presidential apartment, presidential residence (Crimson House), and related storage areas. </li><li>Coordinate with campus partners and vendors, as directed, to ensure spaces are clean, well-stocked, and prepared for meetings, guests, or events. </li><li>Monitor inventory levels, follow established procedures related to hospitality standards and usage protocols, and submit maintenance requests, as needed. Coordinate with IT partners regarding specialized presidential technology and equipment to report issues, request troubleshooting, and help ensure reliability and readiness. </li></ul> <p>Event and Retreat Coordination</p> <ul> <li>Assist with the coordination of senior and executive leadership retreats by preparing materials, tracking logistics, and confirming details with campus partners. </li><li>Collaborate with the President's Office or other internal partners to ensure retreat spaces are prepared, documents are finalized, and schedules are clearly communicated. </li><li>Monitor event timelines to ensure smooth transitions between meetings and engagements to maintain the overall flow of the schedule. </li></ul> <p>Presidential Transitions and Emeritus Engagement</p> <ul> <li>Provide logistical and administrative support for presidential emeritus engagement, including assistance with travel arrangements, hosting coordination, and event preparation. </li><li>Assist with presidential transition activities by preparing documentation, tracking scheduling details, and coordinating onboarding, offboarding, and inauguration-related logistics with campus partners. </li></ul> <p>Procurement and Expense Processing</p> <ul> <li>Prepare, track, and reconcile expense reports and P-card statements for Executive Affairs events, travel, and procurement. </li><li>Maintain budget tracking spreadsheets and ensure all receipts, invoices, and supporting documentation are organized and accurately submitted. </li><li>Assist with vendor coordination and procurement for services, equipment, and supplies. </li></ul> <p>Professionalism and Collaboration</p> <ul> <li>Represent Executive Affairs with professionalism, sound judgment, and a service-oriented approach in all interactions. </li><li>Build and maintain effective working relationships across departments to support coordination and timely execution of responsibilities. </li><li>Handle confidential matters with care and integrity, in alignment with university policies. </li><li>Perform other duties as assigned to support the goals of Executive Affairs and the university. </li></ul> <p>Loyola Marymount University Expectations</p> <p>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.</p> <p>The incumbent must be organized, collaborative, and highly professional. The role requires a balance of independence and teamwork, the ability to manage complex priorities, and a strong sense of institutional mission.</p> <p>Reasonable Expected Hourly Rate - $24.00 to $27.00. Salary offer commensurate with education and experience.</p> <p>Requisite Qualifications</p> <ul> <li>Typically, a high school diploma or equivalent. A bachelor's degree is preferred. </li><li>Minimum 2 years of progressively responsible administrative experience, preferably in a higher education or executive support setting. </li><li>Excellent verbal and written communication skills, with the ability to engage effectively with a diverse range of internal and external stakeholders. </li><li>Strong organizational skills and attention to detail, with the ability to manage multiple tasks, track deadlines, and follow through effectively. </li><li>Proficiency in Microsoft Office 365 (Outlook, Word, Excel, Teams) and cloud-based platforms such as Box and Google Drive. </li><li>Experience with budgeting processes and expense reporting preferred. </li></ul> <p>The above statements are intended to describe the general nature and level of work performed. They are not an exhaustive list of all responsibilities, duties, and skills required of this position.</p> <p>Staff Regular</p> <p>Salary range</p> <p>$22.88 - $28.61 Salary commensurate with education and experience.</p> <p>Loyola Marymount University, a Carnegie classified R2 institution in the mainstream of American Catholic higher education, seeks outstanding applicants who value its mission and share its commitment to inclusive excellence, the education of the whole person, and the building of a just society. LMU is an equal opportunity employer committed to providing an environment free from discrimination and harassment as defined by federal, state and local law. We invite all persons in the full diversity of their being, life experience, and beliefs to apply. (Visit www.lmu.edu for more information.)</p>