Executive Operations and Projects Administrator

Below you will find the details for the position including any supplementary documentation and questions you should review before applying for the opening.

Inquiries Regarding Application Status Due to the high volume of applications we receive, we cannot respond to inquiries regarding the status of submitted applications. Applicants selected for interviews will be contacted using the email and/or phone information provided in the online application.

Location:

Claremont, CAJob Posting

Title:

Executive Operations and Projects Administrator Job Details and Requirement:

Department:
Office of the Chief Operating Officer Supervisor: VP, Chief Operating Officer and Treasurer Last Updated: 7/29/2026

GENERAL DESCRIPTION The Executive Operations Partner serves as a key member of the Office of the Chief Operating Officer (COO), providing operational, project, and executive support that enhances the effectiveness of the Office. Working across Finance, Human Resources, Information Technology, Facilities, Dining Services, Legal Affairs, Risk Management, and other operational areas, this position leads and coordinates cross-functional initiatives, manages projects, prepares executive communications and briefing materials, and ensures the timely execution of institutional priorities.

The successful candidate is a highly organized, collaborative professional who exercises sound judgment, demonstrates intellectual curiosity, and enjoys bringing structure to complex initiatives. They are an effective problem solver who thrives in a dynamic environment and values innovation, continuous improvement, and leveraging technology to enhance organizational effectiveness. Through exceptional service, collaboration, and operational excellence, this role supports the College's mission while helping create efficient, sustainable solutions across the institution.

The successful candidate continually asks, "Is there a better way?" They proactively identify opportunities to improve systems, simplify processes, automate routine work, and increase the effectiveness of the Office of the COO.ESSENTIAL FUNCTIONS Strategic Project Leadership Lead and coordinate strategic initiatives and special projects on behalf of the COO from planning through implementation.

Develop project plans, monitor milestones, identify risks, facilitate collaboration, and ensure successful execution of institutional priorities.

Coordinate complex initiatives involving multiple departments, trustees, consultants, attorneys, and external partners.

Develop dashboards, project trackers, reports, and other tools that provide visibility into strategic priorities and organizational performance.

Ensure commitments made by the Office of the COO are appropriately tracked, communicated, and completed.

Strategic Partnership Serve as a trusted thought partner to the COO by anticipating needs, identifying opportunities, and recommending solutions that improve organizational effectiveness.

Partner with the COO to translate strategic priorities into coordinated action across multiple departments and initiatives.

Conduct research, synthesize complex information, and develop recommendations that support informed decision-making.

Prepare briefing materials, presentations, reports, correspondence, and other communications that support the work of the COO.Attend meetings as appropriate; document key decisions, identify action items, coordinate follow-up activities, and independently advance initiatives resulting from those meetings.

Anticipate emerging issues, competing priorities, and organizational needs while exercising exceptional judgment and discretion.

Operations & Governance Coordinate the day-to-day operations of the Office of the COO to ensure efficient execution of priorities.

Manage highly confidential legal, financial, personnel, college governance process, and operational information with exceptional professionalism and discretion.

Coordinate legal engagement agreements, litigation hold documentation, contract administration, confidential records, and other operational matters as assigned.

Coordinate Board committee meetings, prepare for senior staff meetings, leadership retreats, and other meetings involving the COO.Prepare agendas, meeting materials, reports, presentations, and briefing documents.

Serve as a liaison between the Office of the COO and trustees, faculty, staff, students, consultants, attorneys, and external partners.

Ensure meeting decisions, action items, and commitments are documented, communicated, and followed through to completion. This includes meeting minutes as required.

Organize and maintain policies, contracts, records, and other sensitive documentation in accordance with College practices.

Maintain communications and website for the Office of the COO.Innovation & Continuous Improvement Champion the thoughtful use of artificial intelligence, automation, and emerging technologies to improve the effectiveness of the Office of the COO.Leverage technology, automation, and…