Executive Office Coordinator

ADMIN OFCR 2 CX (004263)

UCPath Position ID: TBD_1000327

Position Description History/Status

Approved Date:

9/4/2026 11:11:07 AM

Date Last Edited:

9/4/2026 11:11:03 AM

Last Action Effective Date:

Organization Details

Business Unit (Location):

LACMP

Organization Code:

5000O

Organization:

ADMINISTRATIVE VICE CHANCELLOR         

Division Code:

5901D

Division:

ADMINISTRATION                         

Department:

319200 - LUSKIN CONFERENCE CENTER

Position Details

UCPath Position Number:

TBD_1000327

Position Description ID

263701

UC Payroll Title:

ADMIN OFCR 2 CX (004263)

Personnel Program

Professional and Support Staff (PSS)

Salary Grade:

STEPS

Job Code FLSA:

Non-Exempt

Union Code (Collective Bargaining Unit):

CX: Clerical & Allied Services

Employee Relations Code:

E: All Others - Not Confidential

Employee Class (Appt Type):

2 - Staff: Career

Full-Time Equivalent (FTE)

1

SUPERVISION

UCPath Reports to Position Number:

40040346

Reports to Payroll Title:

ADMIN MGR 2

UCPath Department Head Position Number:

40060044

Department Head Payroll Title:

ADMIN MGR 4

GENERAL SUPERVISION - Indicates that the incumbent develops procedures for performance of variety of duties; or performs complex duties within established policy guidelines.

POSITION SUMMARY

The Executive Office Coordinator serves as the administrative backbone and primary operational contact for the executive leadership team for the Luskin Conference Center, The Inn at UCLA, and UCLA Catering. This role ensures seamless daily operations across the executive suite by managing complex schedules, coordinating high-priority meetings, and facilitating cross-departmental communication. Acting as a key ambassador for the executive team, the Executive Office Coordinator maintains a high level of professionalism, handles confidential information with strict discretion, and ensures administrative efficiency across all departmental operations.

The Luskin Conference Center (LCC) is a 300,000-square-foot, 7-story property on the UCLA campus. The LCC is comprised of 254 guest rooms, approximately 25,000 square feet of meeting space, a 160-seat restaurant, a fitness center, and a business center. The LCC is an academic meeting and conference destination supporting UCLA's education and research mission.

The Luskin Conference Center is a no-tipping environment.

Administrative

Coordination &

Analysis

• Provide in-depth data analyses utilizing data collected across multiple platforms

• Create and distribute reports to department managers and supervisors

• Support the General Manager in developing and implementing solutions to issues that impact the department(s)

• Prepare and initiate directives, regulations and other instructions as requested by the GM, for issuance to subordinate units

• Create reports, talking points, presentations, executive summaries, and other materials on behalf of the leadership team

• Identify strategic opportunities that add value to the department(s)

• Coordinate and organize the executive office workflow

• Provide administrative support to the leadership team, including scheduling meetings and drafting correspondance

30%

Project

Coordination

 • Independently conduct specific cross-functional projects, reports, and initiatives in the unit, coordinating efforts among the different units as appropriate

 • Assist the department-level strategic management processes, provide expertise and program management for strategic initiatives that are critical in meeting organizational strategic planning goals

 • Assist the General Manager with managing high-profile projects with internal and external partners

 • Provide project management support to the Luskin Conference Center, The Inn at UCLA, and UCLA Catering leadership

 • Coordinate department events and in-person training ensuring all components run smoothly

 • Submit and coordinate marketing projects impacting the department

30%

Personnel

Coordination &

Analysis

 • Serve as a liaison for leadership and departmental managers and supervisors on personnel policies and procedures and collective bargaining agreements

 • Develop job cards, reclassifications, and requisitions for positions

 • Ensure compliance with departmental, University, state and federal guidelines and laws pertaining to selection processes for employment or reclassification

 • Provides organizational assessment through evaluation of process workflow, efficiencies and workload

 • Make recommendations for positions and structure

 • Serve as a liaison between the HRPOC and the department

25%

Collaboration,

Coordination and

Outreach

• Collaborate with UCLA campus stakeholders on pertinent topics

• Develop strong partnerships with key decision makers to ensure cross-business and cross-functional alignment and synergy

• Coordinate with other campus entities in cross-functional needs

• Support the General Manager with strategy development and day-to-day implementation across the unit

15%

•

Performs other duties as assigned.

•

Complies with all policies and standards.

•

Complies with the University of California, Los Angeles (UCLA) Principles of Community.

•

This position description is not intended to be a complete list of all responsibilities, duties or skills required for the job and is subject to review and change at any time, with or without notice, in accordance with the needs of the organization.

QUALIFICATIONS

Bachelor's Degree

in a related field

Required

Or

combination of education and equivalent experience

2+ years

Experience in personnel, accounting, project management, or administration in a department of two hundred or more employees

Required

Experience maintaining a high standard of productivity within a broad scope of responsibility despite frequent interruptions; Ability to complete a large volume of diverse tasks efficiently, meeting established deadlines

Required

Skill organizing information, people, finances and other resources to develop effective programs and bring to closure projects simultaneously while optimizing efficiency and minimizing duplication of effort

Required

Skill in analyzing operating procedures and recommending necessary changes consistent with accepted practices

Required

Highly developed interpersonal communication skills including political acumen and social perceptiveness

Required

Expert skill using standard business software (e.g. Microsoft Office Suite)

Required

Excellent oral and written communication skills to effectively communicate with diverse populations with competing priorities; Ability to effectively and clearly convey information to individuals at various organization levels and to groups of different sizes

Required

Skill in writing grammatically correct business English, such as proposals, memos, and other routine correspondence

Required

Ability to encourage and motivate individuals to work together to achieve department's goals and objectives

Required

Skill in working as part of a team and collaborating with colleagues, and ability to establish and maintain cooperative working relationships with administrators, faculty, students and staff

Required

Demonstrated ability to handle highly confidential matters discreetly and maintain strict confidentiality of sensitive information

Required

Working knowledge of University policies, procedures, and business systems

Preferred

SPECIAL REQUIREMENTS AND/OR CONDITIONS OF EMPLOYMENT

Background Check: Continued employment is contingent upon the completion of a satisfactory background investigation.

Live Scan Background Check: A Live Scan background check must be completed prior to the start of employment.

Age Requirement: Candidate(s) must be 18 years or older to be eligible to be hired.

Evening, weekend, and holiday work as business dictates

Required

LOCATION AND PHYSICAL, ENVIRONMENTAL, MENTAL (PEM) REQUIREMENTS

Environment and Work Location Information

Environment Type:

Non-Clinical Setting

Location Setting:

Campus

Location:

Luskin Conference Center

•

General office equipment

Standing/Walking

X

Sitting

X

X

Bending/Stooping

X

Squatting/Kneeling

X

Climbing

X

Lifting/Carrying/Push/Pull 0-25 lbs

X

X

Lifting/Carrying/Push/Pull 26-50 lbs

X

Lifting/Carrying/Push/Pull over 50 lbs

X

Physical requirements other

X

Chemicals, dust, gases, or fumes

X

Loud noise levels

X

Marked changes in humidity or temperature

X

Microwave/Radiation

X

Operating motor vehicles and/or equipment

X

Exposures other

X

Sustained attention and concentration

X

X

Complex problem solving/reasoning

X

X

Ability to organize & prioritize

X

X

Communication skills

X

X

Numerical skills

X

X

Mental demands other

X

X

Classification 3:  Position in which exposure to blood, body fluids or tissues is not part of the position description. The normal routine task involves no exposure to blood, body fluids or tissues and the employee can decline to perform tasks which involve a perceived risk without retribution.