Position Summary
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 operational readiness, professionalism, and continuity across Executive Affairs functions. The role requires strong judgment, discretion, professionalism, and the ability to engage effectively with senior leaders and external stakeholders.
Position Specific Responsibilities/Accountabilities
Executive Affairs Administrative Support
1. Provide administrative support to the Director of Executive Affairs, the Executive Affairs team, and the Senior Advisor and University Ambassador.
2. Coordinate complex day-to-day executive operations by tracking priorities, managing competing deadlines, and ensuring timely follow-up.
3. Maintain internal planning documents, archives, and shared systems to support continuity, preparedness, and timely communication.
Support to the University Ambassador
4. Provide administrative and scheduling support to the Senior Advisor and University Ambassador.
5. Coordinate with internal departments and external contacts to arrange appearances, speaking engagements, and outreach activities.
6. Ensure all logistics are aligned with presidential schedules and university protocols.
7. Draft and organize materials, background briefings, and communications to support the Senior Advisor’s institutional initiatives and engagements.
8. 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.
Executive Spaces, Special-Guest Accommodations, and Operations
9. 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.
10. Coordinate with campus partners and vendors, as directed, to ensure spaces are clean, well-stocked, and prepared for meetings, guests, or events.
11. Monitor inventory levels, follow established procedures related to hospitality standards and usage protocols, and submit maintenance requests, as needed.
12. Coordinate with IT partners regarding specialized presidential technology and equipment to report issues, request troubleshooting, and help ensure reliability and readiness.
13. Support and coordinate special-guest accommodations spaces on and off-campus (VIP Visitors and short-stays).
Event and Retreat Coordination
14. Assist with the coordination of senior and executive leadership retreats by preparing materials, tracking logistics, and confirming details with campus partners.
15. Collaborate with the President’s Office or other internal partners to ensure retreat spaces are prepared, documents are finalized, and schedules are clearly communicated.
16. Monitor event timelines to ensure smooth transitions between meetings and engagements to maintain the overall flow of the schedule.
Presidential Transitions and Emeritus Engagement
17. Provide logistical and administrative support for presidential emeritus engagement, including assistance with travel arrangements, hosting coordination, and event preparation.
18. Assist with presidential transition activities by preparing documentation, tracking scheduling details, and coordinating onboarding, offboarding, and inauguration-related logistics with campus partners.
Procurement and Expense Processing
19. Prepare, track, and reconcile expense reports and P-card statements for Executive Affairs events, travel, and procurement.
20. Maintain budget tracking spreadsheets and ensure all receipts, invoices, and supporting documentation are organized and accurately submitted.
21. Assist with vendor coordination and procurement for services, equipment, and supplies.
Professionalism and Collaboration
22. Represent Executive Affairs with professionalism, sound judgment, and a service-oriented approach in all interactions.
23. Build and maintain effective working relationships across departments to support coordination and timely execution of responsibilities.
24. Handle confidential matters with care and integrity, in alignment with university policies.
25. Perform other duties as assigned to support the goals of Executive Affairs and the university.
Loyola Marymount University Expectations
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.
The incumbent must be organized, collaborative, and highly professional. The role requires sound judgment, a high level of discretion, the ability to manage competing priorities in a fast-paced executive environment, and a strong sense of institutional mission.
Requisite Qualifications
● Typically, a Bachelor’s degree or equivalent experience.
● Minimum 4 years of progressively responsible administrative or executive support experience, preferably in higher education, executive operations, or institutional leadership support.
● Demonstrated ability to manage multiple priorities, exercise sound judgment, and maintain professionalism in a high-volume executive environment.
● Excellent verbal and written communication skills, with the ability to engage effectively with senior leaders and a diverse range of internal and external stakeholders.
● Strong organizational skills and attention to detail, with the ability to manage multiple tasks, track deadlines, and follow through effectively.
● Proficiency in Microsoft Office 365 (Outlook, Word, Excel, Teams) and cloud-based platforms such as Box and Google Drive.
● Experience with budgeting processes and expense reporting preferred.
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.
#HERC# #HEJ#
Staff Regular
Salary range
$25.87 - $32.31 Salary commensurate with education and experience.
Please note that this position may not be eligible for visa sponsorship now or in the future.
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.)
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.
