Assistant to the Office of the Chief Operating Officer

Overview

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 items under the COO umbrella, including Business Services Administration, Governmental and Regulatory Affairs, Real Estate Operations, the Department of Public Safety, and the Center for Sustainability. The ideal candidate is highly organized, flexible, and capable of handling administrative challenges in a fast-paced environment with utmost professionalism and confidentiality. The Assistant will also support the Office of the Executive Vice President (EVP) and other operational areas, using problem-solving skills to manage schedules, refine policies, and implement action plans. Strong written and verbal communication, sound judgment, and attention to detail are essential.

Responsibilities

• Greet visitors and interface with University departments and outside vendors; provide first level of service on phones, handle inquiries, and direct calls appropriately.
• Review incoming mail and email; draft and proof correspondence, memoranda, and reports.
• Help maintain departmental budgets; provide regular reports; process vendor payments, credit card billing, and reconciliations.
• Formulate and maintain spreadsheets and databases; draft memoranda and reports.
• Manage various COO division calendars, coordinate meetings with internal / external executives, assistants, and consultants; manage time-sensitive action items; coordinate travel, meals, meetings, and events for multiple COO division members.
• Organize and complete reports; draft emails on a wide range of topics; communicate with high-level consultants, attorneys, environmental experts, partners, engineers, officials, and University staff and students; draft, edit, and review complex materials for internal and external stakeholders.
• Monitor and report on federal, state, and local legislation; plan annual sustainability events; promote sustainability programs; pursue certification as an employee transportation coordinator.
• Organize and maintain files; prepare for meetings (catering and meal requests); perform other duties as assigned; uphold the University mission.

Qualifications

Preferred Qualifications

Pepperdine University is a Christian university committed to the highest standards of excellence and integrity. Candidates should be committed to the university's mission and demonstrate teamwork, responsiveness, and ethical standards.

Employment Details

Industry & Seniority

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