Executive Assistant to the Vice President (Executive Assistant III)

CSU Careers•Fullerton, CA

About The Position

University Advancement serves Cal State Fullerton by building and strengthening relationships with the communities we serve to encourage advocacy, investment and support of the University, its mission, goals and programs in support of student and alumni success. We seek an exceptional individual to join our team as the Executive Assistant to the Vice President (Executive Assistant III). The ideal candidate in this role should have a positive attitude and an active, energetic mind characterized by highly ethical practices and a commitment to inclusivity, openness, flexibility, integrity. Reporting to the Vice President for University Advancement, the Executive Assistant is responsible for overseeing highly sensitive and confidential administrative, operational, and project management support work for the Vice President. Oversees complex, highly sensitive documents and collaborates regularly with the Chief of Operations and the Vice President’s administrative team. Provides agile, proactive, reflective, and highly skilled executive-level functions in support of the Vice President. Independently performs a wide range of high-level administrative, financial, analytical, and technical responsibilities to support the effective operations of the Vice President’s Office. Assists the Vice President in carrying out a wide variety of programs and activities of the Division and is required to simultaneously carry out a wide range of activities requiring extensive coordination to meet frequent deadlines. Represents the division as the primary resource person and information liaison for the President's Office, other division VPs, senior administrators, Deans, senate leadership, VP's Leadership Team, and Executive Committee. Communicates with city officials, donors, and Chancellor’s Office executives and staff for scheduling purposes and inquiries. Coordinates board relations for the Cal State Fullerton Philanthropic Foundation board and works closely with the foundation staff, the board secretary and Chief Financial Officer. Responsible for a variety of complex and high-impact special projects and events for the Vice President’s Office. Provides leadership and independent approaches to projects and priorities. Must use considerable judgment in the development of policies and procedures related to issues not covered by existing policies and procedures. Must use creative and independent determination methods to meet goals. Other duties as assigned.

Requirements

Equivalent to a bachelor’s degree in related field and four years of relevant experience. Additional experience which demonstrates acquired and successfully applied knowledge and abilities shown above may be substituted for the required education on a year-for-year basis. An advanced degree in a related field may be substituted for the required experience on a year-for-year basis.
Working independently under minimal supervision, oversees highly sensitive and confidential administrative, operational, and project support work for university leadership. Work is focused on ensuring alignment with overall objectives.
Demonstrates advanced discernment in selecting methods and techniques for recommending and implementing solutions. Often provides guidance to other administrative staff.
Manages complex and high impact special projects.
In collaboration with management, assesses, formulates, and evaluates programs, policies, and procedures. Decision-making is based on best practices; relevant standards, guidelines, organizational policy; and overall strategies and goals.
Handles multiple work priorities and may provide lead work direction with accountability for results.
Thorough and advanced knowledge of the principles, problems, and methods of business administration and operational and fiscal management.
Excellent project planning skills, with the ability to manage multiple projects and deadlines simultaneously.
Advanced public and internal relations skills to effectively represent the university leader, engage and collaborate with internal stakeholders, and manage relationships with external stakeholders.
Advanced skill in leading, training, and mentoring other administrative staff.
Thorough knowledge of and ability to apply extensive expertise to complex programs and/or administrative specialties, including pertinent laws and regulations.
Expertise in administrative survey techniques, operations, and systems analysis, including the ability to interpret and evaluate results to develop sound conclusions and recommend new or revised policies.
A background check (including a criminal records check) must be completed satisfactorily and is required for employment.
A valid California driver’s license.

Nice To Haves

Five to seven years of experience as an executive assistant to a senior administrator or operational experience working in a higher-level management office with progressive responsibility.
Experience working with a board of directors.
Experience working in higher education setting.

Responsibilities

Overseeing highly sensitive and confidential administrative, operational, and project management support work for the Vice President
Oversees complex, highly sensitive documents and collaborates regularly with the Chief of Operations and the Vice President’s administrative team.
Provides agile, proactive, reflective, and highly skilled executive-level functions in support of the Vice President.
Independently performs a wide range of high-level administrative, financial, analytical, and technical responsibilities to support the effective operations of the Vice President’s Office.
Assists the Vice President in carrying out a wide variety of programs and activities of the Division and is required to simultaneously carry out a wide range of activities requiring extensive coordination to meet frequent deadlines.
Represents the division as the primary resource person and information liaison for the President's Office, other division VPs, senior administrators, Deans, senate leadership, VP's Leadership Team, and Executive Committee.
Communicates with city officials, donors, and Chancellor’s Office executives and staff for scheduling purposes and inquiries.
Coordinates board relations for the Cal State Fullerton Philanthropic Foundation board and works closely with the foundation staff, the board secretary and Chief Financial Officer.
Responsible for a variety of complex and high-impact special projects and events for the Vice President’s Office.
Provides leadership and independent approaches to projects and priorities.
Must use considerable judgment in the development of policies and procedures related to issues not covered by existing policies and procedures.
Must use creative and independent determination methods to meet goals.
Other duties as assigned.