Job Description

The Luskin Conference Center (LCC) is designed as a 300,000 square foot, 7-story, International Association of Conference Centers (IACC) certified property on the UCLA campus. The LCC is comprised of 254 guest rooms, approximately 25,000 square feet of meeting space, a 160-seat restaurant, a fitness center, and a business center. The total staff anticipated for the LCC is approximately 165-180 FTE, with total revenue projected at $30 million annually. The LCC is an academic meeting and conference destination supporting UCLA’s education and research mission.

Reporting to the General Manager (GM) of the Meyer and Renee Luskin Conference Center (LCC), the Executive Assistant position provides office management and organization, public relation functions, financial functions and reports, along with administrative support for the Executive Office and Leadership Team. Responsible for planning and managing the GM calendar; researching, drafting and preparing memos and correspondences; coordinating travel itineraries for the GM; establishing and maintaining both electronic and manual files; establishing relationships and systems to effectively monitor deadlines critical material required from subordinate administrative and operational units. Position provides high-level project and office management support to the GM and Leadership Team. Duties include coordination of strategic-level projects and events such as training, the annual employee recognition event, town hall meetings, industry conferences, and other executive-level support for campus and off-campus meetings. The incumbent conducts research and analysis for mission-critical projects and supports organization-wide efforts including the Climate Assessment, Guest Satisfaction Surveys, and market research. Evaluates and resolves problems and guest issues on behalf of the GM and LCC property.

This role is responsible for managing the GM’s daily schedule, updating the GM on project timelines, coordinating the involvement of subject matter experts, consultants, GM and the Leadership Team when appropriate. Duties include coordinating arrangements for visitors and with other departments, coordinating general executive office support functions as well as overseeing and coordinating additional administrative functions in execution of daily tasks, recruitment, reports, and managing systems. This position also supports the financial management of the GM and LCC property by tracking expenses and creating variance reports for the annual operating budget. This position also ensures that expenses and funding are are allocated to the appropriate units and that LCC property expenses are processed according to University policy. Researches and develops department financial and white paper reports.

Incumbent manages incoming requests and inquires to the GM’s office; facilitates communications between GM, LCC leadership team, and the AVC’s Office; including coordination of workflow; researching, drafting and editing a variety of correspondence for GM use and/or signature.

Job Qualifications

Minimum of three (3) years experience as an executive level assistant to Senior Management or C-level positions.
Required

Proven ability to work independently on projects, managing multiple projects with conflicting priorities, using good judgment, professional discretion, and time management skills to complete projects by established deadlines.
Required

Demonstrated project management skills, including follow-up and follow-through skills and the ability to work with minimal direction and supervision.
Required

Ability to work under pressure in a deadline-driven environment with rapidly changing or augmented assignments and concurrent multiple projects.
Required

Ability to analyze and define administrative and technical problems, identifying relevant factors, recognizing alternatives, formulating conclusions, and implementing recommended changes.
Required

General knowledge of accounting principles and practice to review reconciled ledgers and correct errors. Ability to recognize when errors occur and to take appropriate action.
Required

Skill in prioritizing, managing, and delegating complicated assignments and requests within and outside the department.
Required

Ability to maintain confidentiality in the work environment and use discretion when interacting with others. Maintain work environment consistent with the handling of confidential departmental and employee information.
Required

Ability to perform effectively under conditions of fluctuating workload, with frequent interruptions and/or distractions.
Required

Advanced skill in coordinating complex travel itineraries, calendars and email correspondences.
Required

Demonstrated professional writing skills to develop concise, well-organized and grammatically correct business correspondence and administrative reports.
Required

Skill in performing accounting transactions.
Required

General knowledge of personnel, purchasing, and accounting processing.
Required

Able to establish and maintain effective professional working relationships to interact with staff, managers, administrators, vendors and the public to maintain a cooperative and productive working environment.
Required

Demonstrated expert knowledge of Windows based programs – Word, Excel, Outlook, PowerPoint.
Required

Demonstrated skill in establishing and maintaining administrative files and confidential files.
Required

Interpersonal skills sufficient to interact effectively and tactfully with diverse departments/University personnel at various levels and with the public including students.
Required

Experience and professional skill in interacting diplomatically with the public in a high volume, continuous public contact setting and in maintaining confidentiality with sensitive information.
Required

Ability to work flexible schedules including weekends and evenings to respond to critical time periods.
Required

Ability to work in a fast paced environment to meet project deadlines and time frames.
Required

Skill in formatting and analyzing statistically based data sheets and financial reports.
Required

Knowledge of University policies and procedures dealing with Purchasing and Accounting. This includes Travel Accounting, Bruin Buy, CTS, and Kronos.
Preferred

Knowledge of general University policies and procedures.
Preferred

Ability to utilize Kronos time and attendance system.
Preferred

Must have similar experience in the hotel or hospitality industry.
Required