Executive Assistant to the Vice President and Chief of Staff

California State University • Pomona, CA

2d • $4,687 - $8,333

About The Position

The Executive Assistant provides executive-level support to the Vice President and Chief of Staff (VP/COS) in the Office of the President at Cal Poly Pomona. The role helps promote institutional objectives and advance goals established by the President and Cabinet in alignment with the University's strategic plan. This is a full-time, probationary appointment classified as Confidential Administrative Support II, with a Monday–Friday schedule from 8:00 a.m. to 5:00 p.m. The anticipated hiring range is $4,687–$8,333 per month.

The position independently manages executive scheduling and communications; coordinates high-level meetings, events, travel, committees, projects, executive searches, and periodic MPP reviews; and prepares briefings, reports, correspondence, and decision-support materials. The role handles sensitive and confidential information, maintains systems for tracking commitments and deadlines, supports accountability across organizational units, and coordinates with university leaders, public officials, external partners, search firms, and People and Culture/Human Resources.

The position requires a bachelor's degree or equivalent relevant experience, a valid in-state driver's license, and five years of progressively responsible administrative support experience, including interpreting and applying administrative or human resources policies and procedures. Preferred qualifications include experience supporting senior executives and working in higher education or another large, complex organization.

Eligible employees may have access to a benefits package that can include paid time off and holidays; medical, dental, and vision plans; CalPERS and voluntary retirement savings plans; tuition fee waivers; an employee assistance program; wellness programs; professional development; and life, disability, and pet insurance. Eligibility and offerings may vary by appointment type, classification, and applicable collective bargaining agreement.

Requirements

• Bachelor's degree or equivalent relevant experience that demonstrates the ability to perform the essential functions of the position.
• Valid, in-state driver's license.
• Five years of progressively responsible administrative support experience, including experience interpreting and applying administrative or human resources policies and procedures.
• Exceptional organizational and time-management skills, including the ability to anticipate needs, establish priorities, manage interruptions, and meet competing deadlines.
• Excellent written, verbal, interpersonal, and customer-service skills, with the ability to communicate effectively and diplomatically with diverse internal and external constituencies.
• Ability to exercise independent judgment, initiative, political acumen, discretion, and problem-solving in sensitive and ambiguous situations.
• Ability to synthesize complex information and prepare concise, accurate, executive-ready materials.
• Ability to coordinate multiple projects, maintain detailed follow-up systems, and ensure accountability across organizational lines without direct authority.
• Strong attention to detail and commitment to accuracy, responsiveness, professionalism, and follow-through.
• Ability to remain composed, resourceful, flexible, and solution-oriented in a fast-paced environment with changing priorities.
• Ability to work effectively with people from varied backgrounds and support an inclusive, respectful, and welcoming environment.

Nice To Haves

• Experience supporting a cabinet-level executive, president, vice president, chief of staff, or comparable senior leader.
• Experience in higher education, the California State University system, government, public service, or another large and complex organization.
• Experience coordinating external relations, government or community engagement, strategic partnerships, or public-facing executive activities.
• Experience supporting cross-functional initiatives involving multiple internal units and external stakeholders.
• Experience with travel and expense reporting, including Concur or comparable systems.
• Knowledge of executive office protocols, higher education governance, and the standards of professionalism required in a highly visible office.

Responsibilities

• Independently manage and prioritize the VP/COS’s executive calendar, anticipate conflicts and preparation needs, and recommend adjustments aligned with institutional priorities.
• Plan and coordinate high-level meetings and engagements with university leaders, public officials, external partners, and community organizations, including protocols, logistics, agendas, and follow-up.
• Prepare executive briefing packets, agendas, background analysis, participant profiles, talking points, correspondence, and other materials for engagements.
• Monitor and prioritize time-sensitive requests, directives, and communications; track deadlines, responsible parties, and responses, and escalate risks or delays.
• Draft, edit, and coordinate confidential executive correspondence, memoranda, presentations, and follow-up communications.
• Research and synthesize university and CSU policies and institutional information for executive briefings, reports, presentations, and decision-support materials.
• Provide administrative and coordination support to committees, task forces, and working groups; organize materials, document decisions, and track commitments.
• Coordinate cross-divisional projects and strategic initiatives, maintaining work plans, milestones, deliverables, and status updates and identifying matters needing executive intervention.
• Provide administrative and coordination support to the NAGPRA Campus Committee.
• Coordinate Office of the President events, including receptions, ceremonies, campus visits, and stakeholder engagements.
• Attend sensitive or high-level meetings as requested, record discussions and decisions, and coordinate follow-up with responsible offices.
• Design and maintain confidential tracking systems, briefing schedules, and reporting tools to support accountability and resolution of outstanding matters.
• Coordinate executive travel, itineraries, approvals, and expense reconciliation using Concur and other university systems.
• Coordinate confidential administrative and logistical processes for executive management searches, including schedules, documentation, timelines, committees, and retained search firms.
• Organize candidate campus visits, including confidential itineraries, travel, stakeholder meetings, interview materials, and communications among participating offices.
• Serve as an administrative liaison among search chairs, search firms, and People and Culture/Human Resources; coordinate approvals and documentation, protect candidate information, and support recruitment procedures.
• Apply working knowledge of campus and CSU recruitment policies to identify procedural requirements, explain established processes in coordination with Human Resources, and refer compliance questions for authoritative resolution.
• Coordinate confidential administrative support for periodic MPP reviews of the President’s direct reports, consistent with applicable university policies.
• Maintain review calendars, procedural checklists, document-control practices, and committee schedules; coordinate interviews, materials, and deadlines while safeguarding sensitive personnel information.
• Support review committee chairs with policy-based process guidance, track required steps, and refer interpretive or compliance questions to the VP/COS and appropriate policy authorities.
• Coordinate secure compilation, routing, and timely submission of final review materials to the President and People and Culture/Human Resources.
• Perform other related executive support and coordination responsibilities as assigned.

Benefits

• Paid time off, including up to 24 vacation days per year depending on employee group and/or length of service, 14 paid holidays, and 12 sick days annually with unlimited accrual.
• Medical, dental, and vision plans.
• CalPERS defined benefit retirement plan and voluntary savings options such as 403(b), 401(k), and 457 plans.
• Tuition fee waiver programs for eligible employees; dependent eligibility varies by employee group and bargaining unit.
• Employee Assistance Program with confidential counseling and support services for employees and their families.
• Wellness programs.
• Professional development opportunities.
• Insurance options including life, disability, and pet insurance.

What This Job Offers

• Job Type: Full-time
• Career Level: Senior