Job Description

The UCLA Lake Arrowhead Lodge (LAL) is a year-round hospitality enterprise, servicing conference groups, transient guests, and social events from Labor Day to mid-June; and servicing BRUIN WOODS Family Resort guests during the summer months. The property is located 100 miles from the UCLA campus, in the San Bernardino Mountains, and consists of 50 acres with meeting space and overnight sleeping rooms to accommodate 200 guests. The LAL team consists of 60+ career team members and 150 total team members.

Reporting to the Director/ General Manager of the UCLA Lake Arrowhead Lodge (LAL), the Executive Assistant provides office management and organization, public relation functions, manages property-wide metrics, and financial and administrative support. Responsible for supporting strategic initiatives of the Director by planning and managing the Director’s calendar; researching, drafting, and preparing memos and correspondences; coordinating travel itineraries for the Director, establishing and maintaining both electronic and manual files; establishing relationships and systems to effectively monitor deadlines for critical material required from subordinate administrative and operational units.

Position provides high-level projects and office management support to the Director, Assistant Director, and LAL managers as assigned. Duties include assisting in the coordination of strategic level projects and events such as industry conferences and other support for campus and off-campus meetings. The incumbent assists the research and analysis for mission-critical projects and supports organization-wide efforts including Guest Satisfaction Surveys and market research.

This role is responsible for updating the Director on project timelines for multi-million-dollar Capital program projects, coordinating the involvement of subject matter experts, consultants, and the Maintenance & Grounds Manager. Duties include coordinating arrangements for office support functions as well as the execution of daily tasks maintaining paper and electronic filing systems.

Incumbent manages incoming requests and inquiries to the Director’s office; facilitates communications between the Director, LAL leadership team, and the Housing and Hospitality AVC’s Office; including coordination of work flow; researching, drafting and editing a variety of correspondence for the Director’s use and/or signature.

Job Qualifications

Ability to utilize a personal computer (PC) in conjunction with a working knowledge of PC-based software programs, including Microsoft Word, Excel, MS Project and PowerPoint.
Required

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

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

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

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

Ability and judgment to deal with confidential and sensitive information in total confidence.
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

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 skill in establishing and maintaining administrative 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 statistically based data sheets and financial reports.
Required

Knowledge of general University policies and procedures.
Preferred

Experience in the hotel or hospitality industry.
Preferred

Ability to ensure the security and integrity of all data, software and system resources.
Required

Must hold and maintain a valid driver’s license for operation of university
vehicles.
Preferred

Ability to lift and carry heavy items and/or boxes up to 25lbs (assistance can be provided if necessary).
Preferred