Executive Assistant to VP

CSU Careers•Turlock, CA

14h

About The Position

The Executive Assistant provides high-level executive administrative and operational support to the Vice President for University Advancement. Working independently under general supervision, the incumbent coordinates executive priorities, divisional operations, and the flow of sensitive and mission-critical information. The role involves complex, highly confidential administrative functions, including personnel-related processes, executive communications, travel, advancement activities, and compliance documentation. It requires advanced judgment and discretion, particularly when handling information related to personnel, labor relations, collective bargaining, and meet-and-confer processes. The position supports University Advancement through project coordination, stakeholder liaison work, executive meeting and event planning, budget administration, financial analysis, personnel administration, and development of administrative processes and tracking systems. It also provides lead work direction and training to others. The position requires travel and a valid California driver's license. The anticipated starting salary is $6,300–$7,500 per month, depending on qualifications, plus benefits.

Requirements

Bachelor's degree in Business Administration, Public Administration, Communications, or a related field; additional progressively responsible experience directly related to the duties may substitute for the required education on a year-for-year basis.
Six years of progressively responsible administrative experience, including experience supporting executive-level leadership.
Advanced ability to interpret and apply complex policies, procedures, and regulations, including CSU policies, Auxiliary/Foundation bylaws, collective bargaining agreements, and applicable federal and state laws.
Ability to exercise independent judgment and discretion when handling highly sensitive and confidential information, including donor and gift negotiations, personnel matters, and labor relations matters.
Strong analytical and problem-solving skills, including researching issues, analyzing data, and developing recommendations.
Ability to understand issues from a broad organizational perspective and anticipate operational and institutional impact.
Ability to manage multiple priorities, organize complex workloads, and meet deadlines in a fast-paced environment with frequent interruptions.
Strong financial and quantitative skills, including budget analysis, financial tracking, reconciliation, and reporting.
Advanced written and verbal communication skills, including the ability to present complex information clearly and concisely to diverse audiences.
Ability to develop, implement, and improve administrative processes and procedures.
Ability to work independently with minimal supervision and collaboratively in a team environment.
Ability to build and maintain effective working relationships with campus leadership, faculty, staff, students, external partners, and the public.
Professionalism, diplomacy, and customer service skills when handling sensitive and complex interactions.
Strong attention to detail and accuracy.
Advanced proficiency with Microsoft Office Suite, including Outlook, Word, Excel, and PowerPoint, and enterprise systems such as PeopleSoft, CFS, or similar.
Ability to quickly acquire and apply knowledge of University Advancement operations, programs, and organizational priorities.
Ability to train others on new skills and procedures and provide lead work direction to professional or administrative staff.
Valid California driver's license.
Satisfactory completion of a background check before employment.

Nice To Haves

Two years of experience supporting a Vice President, Cabinet-level executive, or equivalent senior leadership.
Experience in higher education, a foundation, nonprofit, or public-sector environment.
Two years of experience using university or auxiliary financial systems such as PeopleSoft, CFS, Data Warehouse, or similar ERP systems.
Experience coordinating or supporting fundraising, donor relations, alumni engagement, or advancement programs.
Two years of experience managing or supporting budgets with multiple funding sources, such as operating funds, grants, or philanthropic funds.
Experience coordinating executive-level meetings, board meetings, or advisory committees.
Experience supporting personnel processes such as recruitment coordination, onboarding, or position tracking.
Demonstrated experience developing or implementing administrative processes, tracking systems, or workflow improvements.

Responsibilities

Provide executive-level administrative and operational support to the Vice President for University Advancement in support of divisional priorities and initiatives.
Manage complex projects and initiatives, including fundraising campaigns, donor relations activities, and executive-level programs.
Serve as a liaison to campus leadership, donors, alumni, board members, and external partners.
Manage and maintain sensitive and confidential information related to donor activity, personnel matters, and executive operations.
Prepare executive communications, reports, presentations, and briefing materials.
Develop and implement administrative processes and procedures to support advancement operations and programs.
Coordinate executive meetings, advisory boards, and donor events, including logistics, materials, and follow-up actions.
Administer University Advancement budgets, including philanthropic, foundation, and operational funds.
Analyze and monitor expenditures, revenues, and fund balances across multiple funding sources.
Prepare financial reports, analyses, and projections to support executive decision-making.
Support budget development, forecasting, and financial planning with Business & Finance and Foundation partners.
Process and track financial transactions related to operations, events, and donor activities.
Resolve financial discrepancies and provide guidance on financial processes and systems.
Provide administrative support for confidential employee and labor relations matters, including preparing and securely handling sensitive materials not available to represented employees.
Coordinate personnel processes, including recruitment, hiring, onboarding, and position management.
Liaise with Human Resources and administrative units to facilitate personnel actions and ensure compliance with policies and procedures.
Support student and temporary employee administration, including hiring coordination, onboarding, and time reporting.
Track personnel transactions and maintain records related to staffing and organizational changes.
Provide guidance on administrative procedures, documentation requirements, and personnel-process deadlines.
Develop and improve administrative workflows and tracking systems.
Train others on new skills and procedures and provide lead work direction.
Obtain additional training or certification as needed to remain current with industry standards.
Provide support to other areas as directed by an appropriate administrator and perform other duties as assigned.