Executive Assistant to the VP of Student Affairs

Executive Assistant to the VP of Student Affairs

Job no: 560519
Work type: Staff
Location: Pomona
Categories: Confidential, Administrative, Probationary, Full Time, On-site (work in-person at business location)

Executive Operations & Strategic Support

• Serve as the primary operational partner to the Vice President.
• Manage the daily operations of the Office of the Vice President.
• Anticipate executive needs and resolve issues proactively.
• Prepare executive briefings, background materials, talking points, correspondence, and presentations.
• Conduct research on university, CSU, and higher education issues to support executive decision-making.
• Maintain awareness of divisional priorities and recommend sequencing of competing priorities.
• Keeps informed of university policies, CSU system initiatives, executive priorities, and organizational issues to independently provide informed recommendations and support executive decision making.
• Exercise independent judgment in handling sensitive and confidential matters.
• Coordinate agendas, briefing materials, action items, and follow-up for Executive Leadership Team meetings, one-on-one meetings, Cabinet meetings, and other executive engagements.

Executive Project & Initiative Management

• Develop and maintain executive tracking systems for priorities, strategic initiatives, reports, assignments, action items, and deadlines.
• Monitor progress and independently follow up with AVPs, directors, and campus partners.
• Identify risks, competing priorities, or missed deadlines and recommend solutions.
• Prepare executive status reports and maintain project dashboards.
• Ensure strategic initiatives move from planning through implementation.

Executive Communications & Research

• Research policy issues and emerging trends that affect Student Affairs at the local, state, and national level.
• Prepare executive summaries, briefing papers, and presentations.
• Review documents for quality, completeness, and accuracy.
• Monitor emerging issues and communicate relevant information to the Vice President.
• Serve as a liaison with the President's Office, Academic Affairs, Executive Leadership Team, AVPs, directors, and external partners.
• Facilitate communication and coordination across the Division.
• Handle sensitive inquiries with diplomacy and professionalism.

Administrative & Operational Support

• Coordinate executive travel, purchasing, personnel paperwork, recruitments, calendaring, office administration, and other operational functions.
• Leverage technology and project management tools to improve workflow efficiency.

• Bachelor's Degree - Or equivalent
• Minimum of five years supporting senior executives in a complex organization
• Executive project management
• Executive presence and political acumen
• Independent judgment and sound decision-making
• Research and analytical thinking
• Exceptional written and verbal communication
• Ability to anticipate needs and solve problems proactively

• Minimum of five years supporting senior executives in a complex organization.
• Experience supporting vice presidents, presidents, CEOs, cabinet members, or equivalent executives.
• Demonstrated success coordinating executive operations, strategic initiatives, and complex projects.
• Experience in higher education, government, healthcare, or another highly regulated environment.
• Exceptional attention to detail, follow-through, and organizational systems management. Core Competencies
• Executive project management
• Executive presence and political acumen
• Independent judgment and sound decision-making
• Research and analytical thinking
• Exceptional written and verbal communication
• Ability to anticipate needs and solve problems proactively

The California State University (CSU) system is a network of twenty-three public universities providing access to a quality education through the support of California taxpayers. Part of CSU's mission is to prepare educated, responsible individuals to contribute to California's schools, economy, culture, and future. As an agency of the State of California, the CSU's business operations almost exclusively reside within California.

The CSU Out-of-State Employment Policy prohibits hiring employees to perform CSU-related work outside California. For more information, go to the California State University Out-of-State Employment Policy.

Cal Poly Pomona will make a conditional offer of employment to final job candidates, pending the satisfactory completion of a background check (including a criminal records check). The conditional offer of employment may be rescinded if the background check reveals disqualifying information, and/or it is discovered that the candidate knowingly withheld or falsified information. In determining the suitability of the candidate for the position, Cal Poly Pomona will give an individualized assessment to any information that the applicant submits for consideration regarding the criminal conviction history such as the nature, gravity and recency of the conviction, the…