Executive Administrative Manager

The Executive Administrative Manager provides high-level administrative and project management support to a senior executive or administrative leader. The position manages complex calendars, communications, correspondence, and daily office operations while also leading the planning, coordination, and execution of special short- and long-term projects. The role serves as a key liaison between the executive and internal/external stakeholders, ensuring the timely flow of information, effective decision-making support, and operational continuity. This position exercises a high level of professionalism, judgment, confidentiality, and organizational leadership.

JOB ACCOUNTABILITIES

Executive Support & Office Management

• Organizes and manages the day-to-day operations of the executive’s activities, independently making administrative and operational decisions.

• Manages complex calendars; schedules, prioritizes, and adjusts commitments; coordinates meetings, travel, itineraries, and agendas.

• Screens, reviews, and prioritizes all incoming communications, correspondence, calls, and visitors. Determines required actions and initiates responses on behalf of the executive.

• Prepares, drafts, edits, and manages business and academic correspondence, emails, speeches, presentations, briefing materials, and confidential documents.

• Establishes and maintains office systems, procedures, digital filing structures, and recordkeeping processes.

• Monitors relevant publications or information sources and summarizes items of importance for the executive.

Communication & Stakeholder Liaison

• Facilitates communications between the executive, direct reports, internal units, students, faculty, external partners, and VIP visitors.

• Represents the executive through professional interactions, public relations, and stakeholder engagement.

• Ensures timely exchange of critical information across departments and provides guidance to staff preparing materials for executive review.

Project Management & Strategic Initiatives

• Manages all phases of special projects for the executive as required

• Develops project plans, schedules, and operational frameworks. Tracks progress, identifies issues, and ensures timely completion of deliverables.

• Researches, gathers, organizes, and analyzes data for project use; develops procedures for data quality and management.

• Prepares project status reports, presentations, and recommendations.

• Acts as a key resource for project-related information and problem resolution.

Committee & Event Support

• Assists in the formation, coordination, and support of committees or task forces.

• Ensures committee deliverables, reports, and action items are completed and submitted on time.

• Plans and coordinates executive-hosted meetings and events, including logistics, materials, vendors, travel, and onsite support.

Compliance & Confidentiality

• Maintains strict confidentiality of sensitive information, personnel files, and administrative materials.

• Ensures compliance with university policies, applicable laws, mandated reporting requirements, and emergency response responsibilities.

JOB QUALIFICATIONS

Education

• Required: Bachelor’s degree.

• Preferred: Master’s degree in Communications, Business Administration, Public Administration, or related field.

• Combined experience/education as a substitute for minimum education. 

Experience

• Required:

  • 7+ years supporting executive-level operations in higher education, government, or a similarly complex organization.

  • Experience managing complex calendars, communications, and confidential information.

  • Experience leading projects or administrative initiatives.

• Preferred:

  • 10+ years in an executive support, project management, or administrative leadership role.

  • Experience supervising staff or project teams.

Knowledge, Skills, & Abilities

• Exceptional professionalism, discretion, and judgment.

• Advanced organizational, analytical, and critical-thinking skills.

• Strong project management and problem-solving capabilities.

• Excellent written and verbal communication skills; ability to draft high-quality correspondence and presentations.

• High proficiency in Microsoft Office, Google Workspace, and project management tools; familiarity with Adobe applications and communication platforms (e.g., Slack, Skype).

• Ability to navigate fast-paced environments with competing priorities and high ambiguity.

• Experience designing documents, publications, and presentation materials (preferred).

• Strong collaboration and consensus-building skills.

Compensation:

OTHER REQUIREMENTS

• Emergency Response / Recovery: Designated as essential, required to report during emergencies.

• Mandated Reporter: Required under state law and university policy.

• Campus Security Authority (CSA): Depending on assigned duties, may be designated as a CSA under the Clery Act.

Minimum Education: Bachelor's degree

Addtional Education Requirements Combined experience/education as substitute for minimum education
Minimum Experience: 7 years

Minimum Skills: Experience in managing administrative operations of a multi-faceted department. Thorough knowledge of management principles, executive and corporate protocol, and applicable laws/regulations. Demonstrated excellent written and oral communication skills. Demonstrated excellent interpersonal skills.
Preferred Education: Master's degree

Preferred Experience: 10 years
Preferred Skills: Excellent communication and organizational skills to address, prioritize and coordinate multiple problems, issues and activities concurrently.

                                                  

USC is an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, protected veteran status, disability, or any other characteristic protected by law or USC policy. USC observes affirmative action obligations consistent with state and federal law. USC will consider for employment all qualified applicants with criminal records in a manner consistent with applicable laws and regulations, including the Los Angeles County Fair Chance Ordinance for employers and the Fair Chance Initiative for Hiring Ordinance, and with due consideration for patient and student safety. Please refer to the Background Screening Policy Appendix D for specific employment screen implications for the position for which you are applying. 

We provide reasonable accommodations to applicants and employees with disabilities. Applicants with questions about access or requiring a reasonable accommodation for any part of the application or hiring process should contact USC Human Resources by phone at (213) 821-8100, or by email at uschr@usc.edu. Inquiries will be treated as confidential to the extent permitted by law.

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