Operations Coordinator – Executive Vice President Office

About the role

The Operations Coordinator supports the Executive Vice President’s office on the Malibu campus, ensuring a welcoming environment for guests and smooth daily operations. This position supervises student staff, handles confidential projects, and acts as the primary liaison for facility and administrative services.

Key responsibilities

• Greet visitors, manage incoming calls, and uphold security protocols.
• Coordinate confidential projects, data management in Excel, mailings, event logistics, and photocopying.
• Oversee break‑room, kitchen, storage, and copy‑machine areas, including Nespresso machine maintenance and supply ordering.
• Process administrative expenditures and university credit‑card reconciliations.
• Supervise President Associates: interview, hire, train, schedule, evaluate, and coach.
• Manage RSVPs and logistics for high‑profile events (e.g., Veterans Reception, Board meetings).
• Administer 4th‑floor conference rooms and hoteling reservations using 25Live, coordinating with vendors and internal departments.
• Serve as primary contact for facility maintenance requests and follow‑up on projects.

Required profile

• Strong interpersonal skills with a focus on hospitality and security awareness.
• Ability to manage multiple confidential tasks and prioritize competing demands.
• Experience supervising student or entry‑level staff and providing mentorship.
• Excellent organizational abilities and attention to detail.

Required skills

• Microsoft Excel for data management.
• Familiarity with the 25Live reservation system.

What we offer

• Opportunity to work in a dynamic university environment supporting senior leadership.
• Professional development through supervisory responsibilities.
• Collaborative team culture focused on excellence and service.