Executive Director, Advancement Administration

The Executive Director, Advancement Administration is responsible for leading the administrative and operational teams within Advancement, including the Center for the Arts, Donor Engagement, and University Events. This role ensures the timely and successful execution of strategic priorities while effectively representing the Office of the Vice President for Advancement and Pepperdine University.

The Executive Director works closely with the Vice President for Advancement to communicate and implement strategies across the division. They independently drive key business outcomes, foster a culture aligned with the University's values, and implement best practices across various processes. Reporting directly to the Vice President for Advancement, this position plays a critical role in advancing the Vice President’s strategic vision and leadership.

Duties

• Strategy and Execution:
  • Collaborate with the VP to develop, communicate, and implement strategic plans that align with the University's and division's goals.
  • Work closely with the VP to define operational priorities, ensuring alignment between the department's resources and strategic objectives.
  • Analyze operational processes and workflows, identifying areas for improvement to drive efficiency, cost savings, and overall performance.
• Administrative and Operational Support:
  • Oversee the day-to-day operations of the VP's office, ensuring that key priorities are addressed and tasks are efficiently delegated.
  • Coordinate and prepare briefing materials for meetings, presentations, and events attended by the VP.
  • Supervise administrative teams, as well as the Center for the Arts, Donor Engagement, and University Events, ensuring high-quality support services and effective resource management.
  • Ensure compliance with organizational policies and procedures across administrative processes, identifying and implementing best practices.
• Project and Program Management:
  • Lead and manage special projects on behalf of the VP, ensuring timely completion and alignment with strategic goals.
  • Develop project timelines, manage resources, and track deliverables to ensure project success.
  • Collaborate with cross-functional teams to ensure that projects are delivered on time and within scope.
  • Lead and manage complex projects, including large-scale departmental initiatives and cross-functional efforts, ensuring on-time and on-budget delivery.
• Financial and Resource Management:
  • Develop, manage, and monitor departmental budgets in partnership with the VP and finance teams.
  • Oversee resource allocation, ensuring optimal use of financial, human, and physical resources to meet operational demands.
  • In collaboration with the Office of Financial Planning, prepare financial reports, forecasts, and analysis to support strategic planning and operational decision-making.
• Facilities and Asset Management:
  • Oversee the management and maintenance of the department's physical spaces, including facilities, equipment, and other assets.
  • Ensure that facilities are safe, compliant with regulations, and optimized for efficiency and productivity.
  • Coordinate logistics for departmental events, meetings, and other activities requiring significant operational planning.
• Compliance and Risk Management:
  • Ensure that the department operates in compliance with legal, regulatory, and internal organizational policies.
  • Identify potential risks and implement controls to mitigate operational, financial, and administrative risks.
  • Serve as the primary point of contact for internal and external audits, ensuring timely and accurate responses to audit findings.
• Communication and Stakeholder Management:
  • Serve as the primary liaison between the VP's office and internal/external stakeholders.
  • Facilitate clear and consistent communication between the VP and the department's leadership team.
  • Draft communications, reports, and presentations on behalf of the VP.
  • Develop and maintain strong relationships with internal and external stakeholders, including vendors, partners, and other departments within the organization.
  • Negotiate and manage contracts with vendors, ensuring service levels are met and that cost-efficiencies are achieved.
  • Act as a key liaison between the VP's office and other departments, ensuring seamless coordination of administrative and operational matters.
• Leadership Support:
  • Support the VP in leading the department's leadership team, including agenda setting and mee