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. For information regarding our general staff recruitment process, please click here to visit our FAQs web page to see answers for frequently asked questions, including what to expect, timelines, requests for special accommodation, and interviews. 

Location:

Claremont, CA

Job 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:  09/25/2026

 

GENERAL DESCRIPTION 

The Executive Operations and Projects Administrator serves as a key member of the Office of the Chief Operating Officer (COO), leading and coordinating cross-functional projects and operational initiatives that advance the priorities 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.

 

 

ESSENTIAL FUNCTIONS

Strategic Project Leadership

• Lead and coordinate strategic initiatives and special projects on behalf of the COO from planning through implementation.
• Develop and maintain project plans, timelines, milestones, deliverables, roles and responsibilities, and risk mitigation strategies; proactively identify barriers and drive projects toward successful completion.
• 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.

 

Project Management & Execution

• Lead and manage cross-functional initiatives and special projects on behalf of the COO from initial scoping and planning through implementation, completion, and assessment.
• 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 efficient processes to streamline administrative activities, allowing the COO to maintain direct visibility and ownership of executive priorities while minimizing administrative burden.
• Research emerging technologies and best practices that strengthen operations and institutional effectiveness.
• Continually evaluate workflows and recommend improvements that simplify processes, eliminate unnecessary work, and improve organizational capacity.
• Develop systems that improve communication, project management, accountability, and operational efficiency.

 

Operational Support

• Coordinate travel arrangements, expense reporting, meeting logistics, document routing, signature coordination, and other operational support activities as needed.
• Support preparation for meetings and follow-up activities while enabling the COO to maintain direct ownership of priorities and time management.
• Coordinate events and special functions as assigned.
• Provide flexible operational support as organizational priorities evolve, recognizing that the nature of administrative responsibilities will continue to change through innovation, technology, and automation.
• Perform other related duties as assigned.

 

REQUIRED KNOWLEDGE, SKILLS AND ABILITIES

The individual must possess the knowledge, skills, and abilities necessary to successfully perform the essential functions of this position.

• Demonstrated ability to think strategically while executing operational details with exceptional accuracy.
• Demonstrated project management skills, including project scoping, planning, scheduling, stakeholder coordination, risk identification, documentation, progress tracking, and implementation.
• Exceptional analytical, critical thinking, and problem-solving skills with the ability to synthesize complex information into meaningful recommendations.
• Demonstrated intellectual curiosity and a genuine interest in understanding the governance, operations under the purview of the office of the COO within a complex liberal arts college.
• Outstanding written, verbal, and interpersonal communication skills with the ability to prepare high-quality reports, presentations, correspondence, and briefing materials.
• Strong relationship-building skills with the ability to establish credibility and collaborate effectively across all levels of the institution.
• Demonstrated ability to work effectively while balancing competing priorities and building consensus among diverse stakeholders.
• Represents the Office of the COO with professionalism, humility, integrity, and sound judgment.
• Conducts work in a manner consistent with Pitzer College's mission, values, and Vision.
• Approaches challenges with a solutions-oriented mindset while maintaining transparency, respect, accountability, ownership, initiative, and personal accountability
• Maintains a high level of responsiveness and dependability while exercising sound judgment regarding priorities and urgency.
• Works independently with minimal direction while communicating proactively and appropriately.
• Measures success by outcomes, reliability, and contribution to the effectiveness of the organization.
• Advanced proficiency with Microsoft 365, including Outlook, Teams, Word, Excel, PowerPoint, and related productivity applications.
• Demonstrated proficiency using artificial intelligence tools (e.g., ChatGPT, Microsoft Copilot, Claude, Gemini, or similar technologies) to improve productivity, conduct research, draft communications, analyze information, and streamline workflows.
• Strong aptitude for learning emerging technologies and identifying opportunities to improve operations through innovation.
• Proven ability to exercise exceptional judgment, maintain strict confidentiality, and appropriately manage highly sensitive information.
• Demonstrated emotional intelligence, resilience, diplomacy, professionalism, and discretion in a dynamic environment.
• Experience utilizing project management and collaboration tools to develop project plans, track milestones and deliverables, manage documentation, and communicate progress to stakeholders.
  

Experience/Education:  Bachelor's degree required. Six (6) to eight (8) years of progressively responsible professional experience in project management, operations, administration, organizational effectiveness, higher education, or a related field. Experience in higher education or another complex, mission-driven organization is highly desirable.

 

Preferred Qualifications: Two (2) to three (3) years of demonstrated experience directly managing projects from planning through implementation, including developing project plans, coordinating cross-functional stakeholders, tracking milestones and deliverables, identifying risks, and driving projects to completion. A degree from one of The Claremont Colleges is preferred. Experience coordinating confidential legal, governance, financial, operational, or personnel matters is preferred.

Supervisory Responsibility: Yes. Student workers.

Work Schedule: This is a regular, exempt, full-time staff position, working 12 months per year. The regular schedule for this position is Monday through Friday, 8:00 a.m. to 5:00 p.m. Hours may vary depending on the operational needs of the College or department, including evenings and weekends as required.

 

Compensation: Budgeted Salary Range: $90,000-$100,000 per year

Pitzer College is committed to providing comprehensive benefits to eligible employees and their eligible dependents. Our benefits package includes competitive compensation, health, dental, and vision insurance, retirement savings plans, generous paid time off (vacation, holidays, sick time, parental leave, bereavement, etc.), tuition reimbursement, tuition exchange program participation and more.

 

Work Model: Eligible for a hybrid work schedule, with a regular on-campus presence expected. Hybrid flexibility may evolve based on demonstrated effectiveness, familiarity with the Office of the COO and institutional operations, the nature of the work, and operational needs. On-campus presence is required as necessary to support the COO, institutional priorities, meetings, and collaborative work.

 

Physical Requirements: This is generally a sedentary position. Must be able to sit for prolonged periods of time and operate a computer for prolonged periods of time. You must have the ability to drive locally for events and appointments.

Classifications:

Yes FERPA

Yes Responsible Employee

Yes AB1825

No Mandatory Reporter

No CSA Reporter

Yes NDA

Instructions: Only qualified applicants please.

Application Materials: Upload the following materials to complete your application:

• Cover Letter: Indicate your reason for interest in this position, describe how your qualifications make you an ideal candidate, and explain which of Pitzer’s core values best relates to your own.

• Resume: List relevant qualifications and dates of experience.

• Project Plan: Submit a brief sample project plan (no more than two pages) demonstrating how you would approach a cross-functional project involving multiple departments and stakeholders. The plan should include the project objective, key stakeholders, major milestones and deliverables, anticipated risks or challenges, communication approach, and method for tracking progress and accountability.

• Professional References: References will be contacted for select applicants, and advance notice will be provided. Provide the names of at least three (3) individuals who can speak to your professional qualifications. Include their business titles, contact information, and an indication of how you are acquainted with them (e.g., former supervisor, coworker, etc.).

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Employment Requirements
Employment is contingent upon a candidate possessing the knowledge, skills and abilities to be able to successfully perform the essential duties of the position, or be able to explain or demonstrate how the essential functions will be performed, with or without reasonable accommodation, using some other combination of skills and abilities. Employment is also contingent upon new employees providing documents verifying U.S. citizenship or, for aliens, documents verifying legal permission to work in the United States. For positions requiring the use of a college-owned vehicle, employment is contingent upon a driving record acceptable to the colleges’ automobile liability insurance. Final candidates in all staff positions will be required to undergo a background investigation; in addition some positions may require a physical lift test and pulmonary function test.

Covid-19 Vaccination

Pitzer College has mandated the COVID-19 vaccination for all employees.  New employees are required to show proof of full vaccination, including booster, against COVID-19 or request a Pitzer College approved medical or religious exemption on or before their first day of employment.

Equal Employment Opportunity and Non-Discrimination

Pitzer College adheres to both the letter and the spirit of Equal Employment opportunity and Affirmative Action. It does not discriminate on the basis of race, color, creed, religion, national or ethnic origin, sex, gender, age, sexual orientation, marital status, pregnancy, disability, medical condition, or veteran status, in the administration of its admission policies, educational policies, scholarship and loan programs, athletic and other College-administered programs, and employment policies. Pitzer strongly encourages candidates from underrepresented groups to apply. 

Safety Report  

In compliance with applicable law, Pitzer College publishes an annual report containing statistical information concerning the occurrence of crime on campus and adjacent thereto, as well as policies and practices concerning security. A copy of this report is online at http://www.cuc.claremont.edu/cs/index.asp or by contacting The Claremont Colleges Department of Campus Safety: 251 E. Eleventh Street, Claremont, CA 91711-3947; (909) 621-8170.

Reporting Definitions

• Campus Security Authority Reporter (CSA): Employees responsible for reporting crimes that are disclosed to them, so that crime statistics reporting is as accurate as possible.
• Federal Educational Rights and Privacy Act Reporter (FERPA): Employees with access to student records and information must adhere to the privacy protection requirements under FERPA, which restricts what student information may be disclosed and to whom.
• Mandatory Reporter: Employees who have frequent contact with children are required to report all known or suspected cases of child abuse or neglect.
• Responsible Employee: Any employee who has the authority to take action to redress sexual violence, who has been given the duty of reporting incidents of sexual violence or any other misconduct by students to the Title IX Coordinator or other appropriate School designee; or whom a student could reasonably believe has this authority or duty.