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Executive Assistant To The VP Of Student Affairs

Type of Appointment:
Full Time, Probationary

Job Classification:
Confidential Administrative Support III

Anticipated Hiring Range: $5,357 - $7,500 per month

Work Schedule:

Monday
- Friday 8:00AM to 5:00PM

The Department:
The Division of Student Affairs at Cal Poly Pomona fosters student success, wellbeing, belonging, leadership development, and engagement through high-quality programs, services, and resources that support students throughout their educational journey.

Duties and Responsibilities:

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.

Executive Coordination & Division Liaison

• 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.

Qualifications:

• 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

Preferred Qualifications:

• 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