Additional Information
The Executive Administrative Manager provides high-level administrative and project management support to a senior executive or administrative leader. The position manages complex calendars, communications, correspondence, and daily office operations while also leading the planning, coordination, and execution of special short- and long-term projects. The role serves as a key liaison between the executive and internal/external stakeholders, ensuring the timely flow of information, effective decision-making support, and operational continuity. This position exercises a high level of professionalism, judgment, confidentiality, and organizational leadership.
JOB ACCOUNTABILITIES
Executive Support & Office Management
Organizes and manages the day-to-day operations of the executive's activities, independently making administrative and operational decisions.
Manages complex calendars; schedules, prioritizes, and adjusts commitments; coordinates meetings, travel, itineraries, and agendas.
Screens, reviews, and prioritizes all incoming communications, correspondence, calls, and visitors. Determines required actions and initiates responses on behalf of the executive.
Prepares, drafts, edits, and manages business and academic correspondence, emails, speeches, presentations, briefing materials, and confidential documents.
Establishes and maintains office systems, procedures, digital filing structures, and recordkeeping processes.
Monitors relevant publications or information sources and summarizes items of importance for the executive.
Communication & Stakeholder Liaison
Facilitates communications between the executive, direct reports, internal units, students, faculty, external partners, and VIP visitors.
Represents the executive through professional interactions, public relations, and stakeholder engagement.
Ensures timely exchange of critical information across departments and provides guidance to staff preparing materials for executive review.
Project Management & Strategic Initiatives
Manages all phases of special projects for the executive as required
Develops project plans, schedules, and operational frameworks. Tracks progress, identifies issues, and ensures timely completion of deliverables.
Researches, gathers, organizes, and analyzes data for project use; develops procedures for data quality and management.
Prepares project status reports, presentations, and recommendations.
Acts as a key resource for project-related information and problem resolution.
Committee & Event Support
Assists in the formation, coordination, and support of committees or task forces.
Ensures committee deliverables, reports, and action items are completed and submitted on time.
Plans and coordinates executive-hosted meetings and events, including logistics, materials, vendors, travel, and onsite support.
Compliance & Confidentiality
Maintains strict confidentiality of sensitive information, personnel files, and administrative materials.
Ensures compliance with university policies, applicable laws, mandated reporting requirements, and emergency response responsibilities.
JOB QUALIFICATIONS
Education
Required: Bachelor's degree.
Preferred: Master's degree in Communications, Business Administration, Public Administration, or related field.
Combined experience/education as a substitute for minimum education.
University Of Southern California · Los Angeles