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.

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Location:

Claremont, CA

Job Posting Title:

Project Administrator, Office of the COO

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 Project 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,