Executive Administrator

The Executive Administrator provides high-level administrative, operational, and organizational support to the Chief Operations Officer while serving as a central coordination point across the institution. This role supports executive leadership, including the President and senior officers in Advancement, Academics, and Operations, ensuring effective communication, scheduling, and execution of key initiatives.

The position is responsible for managing complex calendars, coordinating institutional events and board activities, facilitating interdepartmental collaboration, and overseeingoffice operations to ensure a well-functioning and responsive work environment. The Executive Administrator also provides support for academic processes, event planning, and administrative compliance functions, including documentation, reimbursements, and on-boarding coordination.

This role requires strong organizational skills,attention to detail,discretion, and the ability to manage multiplepriorities in a dynamic environment while supporting the overall mission and operations of the institution.

Duties/Responsibilities:

• Open and close officeTuesday, Wednesday, Thursday.
• Manage officeschedule—who comes in when on which days.Ensures coverage when folx are out (sick or vacation) so that there is always someone in the office during office hours (10am – 3pm Pacific Time).
• Facilitate interdepartmental communication between the offices of the President, COO, CAO, Admissions, Advancement, Board of Trustees, Communications, Finance, Student Services.
• Coordinate and schedule, donor meetings, internal and external group meetings, and provides support for difficult to schedule one-on-one meetings.
• Coordinate presidential events, including fundraising events, events in the Oakland office,and external events
• logistics, attendees, catering, collateral, supplies, venues.
• Manage travel logistics for President.
• Collect materials for board reports,collate into an organized file, and share with board and community as directed.
• Coordinate board meetings and board committee meetings.
• Confirm attendance with calendar invitations and follow-up correspondences.
• Provide technical support in preparation of and during board meetings.
• Take meeting minutes for all board meetings and distribute them in a timely manner.
• Provide organizational support for meetings,conferences, and events,including drafting, editing, and distributing meetingagendas; taking and distributing notes.
• Oversee and manage the institution Zoom Business account for all staff and faculty.
• Process forms for signatures through Adobe Sign.
• Responsibility for the main SKSM telephone line.
• Coordinate with appropriate departments on requests for payments, reimbursements, and honorariums.
• Maintain an institutional calendar of key dates across departments.
• Support for and coordination of occasional events taking place in the office suite.
• Point-of-contact for event vendors,venues, and attendees.
• Coordinate annual Commencement ceremony, meals,and open house.
• Coordinate annual diploma production and distribution, and occasionally as needed.
• Collaborate with appropriate personnel to ensure event planning, production, and process are comprehensive.
• Support other personnel in the planning and execution of Orientation and other academic events.
• Process occasional requests for student identification cards.
• Participate in the development, implementation, and maintenance of school policies, objectives, and planning.
• Support the preparing, submitting, and distributing of reimbursements to faculty, staff, students, vendors, and presenters as needed.
• Facilitate processing of expenses related to SKSM office and events, in collaboration with appropriate personnel.
• Coordinate faculty and adjunct faculty annual contracts under guidance of CAO.
• Support student assistant Letter of Agreement each semester.
• Participate in the on-boarding of new hires.
• Administration of building entrance management and security system (ButterflyMX software) as needed.
• Coordination with building management and IT for occasional space access to address facilities and technology needs.
• Management of office supplies, copier/printer/scanner, office waste/recycling bins, cleaning,and use of supplies and equipment stored in the building basement.
• Oversight of kitchen, appliances, office keys, furnishings, and space use—including adding, repairing, and/or replacement as needed.
• Maintain safety preparedness—fires, earthquakes, criminal activity, OSHA, and other workplace safety standards.
• Track and coordinate occasional access to SKSM materials stored in office and offsite.
• Support Registrar as needed regarding files stored onsite.
• Perform additional duties as assigned.

Required Skills/Abilities:

• Demonstrated ability to provide high-level administrative support to senior executives, including managing complex calendars, travel logistics, and priority alignment.
• Strong event and meeting coordination skills, including logistics management, vendor coordination, and execution of institutional events.
• Experience supporting executive leadership and/or governing boards,including meeting coordination, materials preparation, and minute-taking.
• Ability to coordinate projects and processes across multiple departments, ensuring timely communication and follow-through.
• Attention to detail combined with the ability to anticipate needs and proactively identify potential risks and opportunities.
• Ability to manage office operations and facilities coordination, including vendor management, space planning, and resource oversight.
• Excellent written and verbal communication skills.
• Ability to work independently while also functioning effectively as part of a collaborative team.
• Excellent organizational skills and the ability to manage multiple priorities, deadlines, and projects simultaneously with a high level of accuracy.
• Demonstrated ability to exercise sound judgment, maintain confidentiality, and uphold high ethical standards.
• Ability to adapt to changing priorities in a dynamic academic environment.
• Familiarity with higher education or theological education environments and sensitivity to institutional mission, values, and culture.
• Proven ability to work and communicate effectively and professionally with diverse constituencies, including faculty, staff, students, trustees, donors, and external partners.
• Proficiency in standard office software, collaboration tools,and administrative systems (e.g., Microsoft Office, Zoom, Adobe Acrobat Pro and Adobe Sign, CRM and LMS, calendar management systems).

Education and Experience:

Bachelor's degree, or commensurate experience, with a minimum of 5 years of progressively responsible executive administrative experience supporting senior leadership, preferably in a nonprofit, higher educational, or faith-based institution.

Physical Requirements:

While performing the duties of this job, the employee is regularly required to exchange and communicate accurate information. The employee is frequently required to remain in a stationary position and operate, use, and manipulate office equipment and materials to perform fine motor tasks. The employee is required to observe, inspect, and assess details, including close visual work. The employee is occasionally required to move about the workspace, including ascending or descending stairs as needed. The employee must occasionally move or transport items weighing up to 25 pounds.