Senior Administrative Coordinator, Board Relations

The Senior Administrative Coordinator for Board Relations provides high-level administrative and organizational support to the Director of Board Relations in managing the activities of the Board of Trustees (governing board) and other advisory boards as assigned at Loyola Marymount University. This pivotal role ensures seamless day-to-day operations while advancing the department’s strategic, intermediate, and long-term goals. The Office of Board Relations collaborates closely with the Senior Vice President of University Advancement, the Office of the President, and Executive Leadership to fulfill LMU’s mission and goals.

The incumbent has the ability to answer questions about routine practices and assess the needs of board members, campus partners, and other external constituencies to suggest appropriate measures to meet those needs. The incumbent must be able to work effectively and independently, have the ability to initiate ideas, and develop and improve the efficiency of practices and processes to ensure high professional quality, reinforcing the team’s reputation for reliability.

LMU believes that diversity and excellence go together; we seek to hire individuals who have a significant potential for cultural contribution in the workplace and a commitment to working effectively with colleagues and donors from diverse backgrounds.

Position Specific Responsibilities :

Provide Administrative Support to the Office of Board Relations (35%) :

Serve as the primary administrative support for the Office of Board Relations, managing and responding to phone calls, emails, and other communications efficiently and professionally.

Draft high-level communications, polish executive presentation slide decks and reports, and meeting materials, including meeting agendas and minutes.

Maintain accurate and organized board records and documents detailing board activities and membership information.

Liaise with the senior university administrators' offices to support board activity.

Ensure confidentiality when preparing and accessing sensitive documents, reports, and correspondence. Handle highly confidential, sensitive, and urgent information with diplomacy and discretion.

Perform complex administrative work independently and efficiently and manage multiple priorities simultaneously.

Plan and Coordinate Board Meetings and Events (30%) :

Assist in scheduling and planning board meetings, social events, retreats, and select committee meetings, ensuring an elevated and tailored experience for all participants.

Create, distribute, and follow up on invitations, RSVPs, and related communications. Oversee meeting registration and attendance tracking to ensure accurate participation records.

Draft and prepare comprehensive meeting materials, including agendas, and supporting documents, for timely distribution.

Collaborate with UA Special Events to coordinate catering needs and meeting spaces, including room setup, seating, and staffing arrangement plans to create a seamless experience for attendees. Partner with Information Technology Services (ITS) to provide technical support for in-person and hybrid meetings, including setup, managing presentation tools, troubleshooting, and managing participant engagement for an uninterrupted connection.

Attend meetings and events to welcome and provide personalized assistance to board members and guests. Facilitate the arrival of guest speakers and VIPs. Anticipate and address event-related needs to provide a high-touch standard of service that reflects LMU’s commitment to excellence.

Review and facilitate the approval process for meeting minutes. Maintain and update committee rosters, ensuring contact information and membership details are current and accessible

Board Platform Content Management (15%) :

Serve as the primary content manager for the board management platform, ensuring the site remains a dynamic, accurate, and user-friendly resource focusing on broader governance goals and best practices.

Write, edit, and refine copy regularly to align with the platform’s strategic objectives and uphold organizational standards. This includes maintaining an up-to-date directory and accurately reflecting meeting dates and activities.

Liaise with committee support staff, providing training and technical support and issuing reminders to facilitate the collection of content for publication.

Stay informed about platform updates, features, and upgrades, leveraging new functionalities to improve the user experience and ensure the site operates at its full potential.

Board of Trustees Budget Administration (5%) :

Manage related budgets with precision.

Review, verify, and process invoices and requisition forms promptly in compliance with the university’s financial guidelines. Handle procurement card (P-Card) transactions, including documentation, reconciliation, and compliance with institutional protocols.

Maintain a comprehensive and up-to-date budget tracking spreadsheet to monitor expenditures and project future expenses and balances based on historical data and upcoming initiatives in real-time.

Reconcile budgets regularly to ensure accuracy, identify discrepancies, and implement corrective measures promptly.

Monitor and manage inventory of necessary supplies and equipment, coordinating replenishments and procurement to avoid shortages.

Work Study Student Management (10%) :

Identify and recruit highly qualified work-study candidates through a structured interview process in alignment with the team’s needs and objectives.

Develop and deliver a training program to equip students with the necessary skills, tools, and knowledge to perform their responsibilities effectively.

Provide consistent oversight, guidance, and mentorship to ensure students meet performance expectations to contribute meaningfully to the team.

Design and implement efficient workflows, assign tasks, and monitor progress to ensure seamless integration of work-study support into the team’s daily operations.

Conduct regular check-ins and evaluations to provide constructive feedback, address challenges, and recognize achievements.

Foster a positive and supportive work environment that encourages skill development, accountability, and professional growth.

Additional Responsibilities (5%)

Undertake additional responsibilities and special projects as assigned, ensuring the smooth and efficient operation of regular department activities.

Respond promptly to emerging needs, adjusting priorities and workflows to support the department's objectives.

Assist colleagues and leadership with ad-hoc tasks, special requests, and unique initiatives.

Address unexpected challenges with a positive attitude, creativity, and resourcefulness, contributing to the department's overall effectiveness.

Loyola Marymount University Expectations :

Exhibit behavior that supports the mission, vision, and values of the university. Promote an environment that supports diversity and inclusivity. Communicate and employ interpersonal actions that model high standards of professional, responsible, accountable, and ethical conduct.

Requisite Qualifications :

Education and Experience

Typically, a Bachelor’s Degree or equivalent. The incumbent is expected to continually enhance their knowledge, skills, and abilities to stay current with changes in regulations and policies.

Minimum of 4 years of administrative support experience in progressively responsible roles, preferably in fundraising, governance, or higher education environments.

Technical Proficiency

Advanced proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, and Outlook), Keynote, and Adobe applications.

Familiarity with platforms such as WorkDay, Smartsheet, Advance, and virtual meeting tools (Zoom and Teams).

Ability to learn new systems and stay updated on emerging technologies and features.

Interpersonal Skills and Relationship Management

Strong interpersonal skills to build and maintain professional relationships with board members, executive leadership, and campus partners.

Event Planning Expertise

Expertise in planning and executing events and capability to anticipate and address event-related needs to deliver a polished and professional experience.

Modern Office Administration

Knowledge of modern office practices and professional communications etiquette

Attention to Detail and Organization

Exceptional attention to detail, accuracy, and follow-through.

Highly organized with the ability to manage multiple projects with strict deadlines

Communication Skills

Exemplary written and verbal communication skills, including correct grammar, spelling, and diction.

Proven ability to independently draft professional correspondence, minutes, and other materials.

Confidentiality and Discretion

Ability to handle sensitive information with discretion and uphold the highest standards of confidentiality and discretion.

The above statements are intended to describe the general nature and level of work being performed. They are not intended to be construed as an exhaustive list of all responsibilities, duties and skills required of personnel so classified.

Reasonable Expected Salary :

25.96 - $27.88 / hourly

Salary offer commensurate with education and experience.

HERC# #HEJ#

Staff Regular

Salary range

25.19 - $31.49 Salary commensurate with education and experience.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.)

Salary : $25 - $31