Executive Assistant to the Vice President and Chief of Staff

CSU Careers•Pomona, CA

17h

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, helping advance institutional objectives and goals set by the President and Cabinet in alignment with the University’s strategic plan. The position manages the VP/COS’s complex calendar and executive engagements, prepares briefings and correspondence, coordinates committees and cross-divisional initiatives, tracks commitments, and supports Office of the President events and travel. The role also coordinates confidential administrative and logistical activities for executive management searches for positions reporting to the VP/COS or President. This includes developing schedules, supporting search committees and retained search firms, arranging candidate campus visits, liaising with Human Resources, and safeguarding candidate information. Under the VP/COS’s direction, the Executive Assistant coordinates confidential administrative support for periodic Management Personnel Plan (MPP) reviews of the President’s direct reports. Responsibilities include maintaining review calendars and procedures, coordinating meetings and materials, protecting sensitive personnel information, and routing final review materials to the President and Human Resources.

Requirements

Bachelor’s degree or equivalent relevant experience demonstrating 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 interpreting and applying administrative or human resources policies and procedures.
Exceptional organizational and time-management skills, including anticipating needs, setting priorities, managing interruptions, and meeting competing deadlines.
Excellent written, verbal, interpersonal, and customer-service skills, with the ability to communicate effectively and diplomatically with diverse 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

Manage and strategically prioritize the VP/COS’s complex executive calendar, anticipating conflicts and preparation needs and recommending adjustments.
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 briefing packets, agendas, background analysis, participant profiles, talking points, and correspondence for executive engagements.
Monitor, organize, and prioritize time-sensitive requests and communications; track deadlines, responsible parties, and required responses, escalating 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, including organizing materials, documenting decisions, and tracking commitments.
Coordinate implementation of cross-divisional projects and strategic initiatives, maintaining work plans, milestones, deliverables, and status updates.
Support the NAGPRA Campus Committee, led by the VP/COS as the President’s designee.
Coordinate Office of the President events, including receptions, ceremonies, campus visits, and stakeholder engagements.
Attend sensitive or high-level meetings as requested, record key discussions and decisions, and coordinate follow-up.
Design and maintain confidential executive tracking systems, briefing schedules, and reporting tools.
Oversee executive travel arrangements, itineraries, approvals, and expense reconciliation using Concur and other university systems.
Coordinate confidential administrative and logistical aspects of executive management searches, including schedules, process documentation, committee support, candidate visits, and communications.
Serve as an administrative liaison among search chairs, search firms, and People and Culture/Human Resources; coordinate approvals and documentation and safeguard candidate information.
Apply working knowledge of campus and CSU recruitment policies, explain established processes in coordination with Human Resources, and flag compliance questions.
Coordinate confidential administrative support for periodic MPP reviews of the President’s direct reports, including calendars, checklists, document controls, committee schedules, interviews, materials, and deadlines.
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

Up to 24 vacation days per year, based on employee group and/or length of service.
14 paid holidays.
12 sick days annually with unlimited accrual.
A variety of medical, dental, and vision plans.
Participation in the CalPERS defined benefit plan, along with 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.
Confidential Employee Assistance Program counseling and support services for employees and their families.
Wellness programs.
Professional development opportunities.
Insurance options including life, disability, and pet insurance.