Executive Assistant

California State University•Los Angeles, CA

11d

About The Position

The Executive Assistant (EA) provides high-level, confidential administrative and operational support to the Senior Associate Vice President for Human Resources (SAVP), a cabinet-level executive, and the Office of Human Resources Management (HRM). Operating with general direction, the EA manages a broad range of sensitive and complex matters that support executive leadership and HR operations with institution-wide impact. Serving as a key liaison to campus departments, the EA facilitates communication and coordination among the SAVP, executive leadership, HR units, campus departments, CSU system partners, and external stakeholders. The role requires sound judgment, discretion, and initiative in handling highly confidential HR matters, including personnel actions, employee and labor relations, recruitment processes, compliance activities, and collective bargaining materials and documentation. The EA oversees executive support functions, including managing a dynamic and high-volume calendar, coordinating meetings and events, and preparing executive correspondence, briefings, and reports. The position anticipates the needs of the SAVP, prioritizes competing demands, and ensures alignment with institutional priorities, policies, and CSU system requirements. In support of divisional and campus-wide initiatives, the EA conducts research, analyzes data, and develops reports and recommendations to inform strategic decision-making. The role also includes evaluating and improving administrative workflows to enhance operational efficiency and ensure compliance with applicable policies and regulations. Demonstrating a high degree of professionalism, tact, and diplomacy, the EA maintains strict confidentiality while fostering a collaborative and inclusive work environment. The position may provide guidance and coordination to administrative staff in support of division operations. The Executive Assistant exercises considerable initiative, discretion, and judgment in accessing and managing highly sensitive information, including confidential reports on campus programs and projects, and labor relations matters. Key responsibilities include managing the SAVP's calendar; coordinating meetings and division-wide events; preparing and reconciling travel; drafting and processing correspondence, reports, and communications; supporting general office operations; and performing other duties as assigned.

Requirements

Bachelor's degree from an accredited four-year college or university and a minimum of five years of progressively responsible administrative experience supporting executive-level leadership, or an equivalent combination of education and experience.
Strong knowledge of administrative practices, office management, and executive support functions.
High level of professionalism, tact, diplomacy, and confidentiality.
Demonstrated ability to provide high-level confidential administrative support in a complex organizational environment.
Advanced analytical, organizational, and problem-solving skills with the ability to manage multiple priorities and deadlines.
Excellent written and verbal communication skills, including the ability to prepare professional correspondence, reports, and presentations.
Demonstrated interpersonal skills with the ability to establish and maintain effective working relationships with diverse constituencies, including executive leadership, staff, and external partners.
Proven ability to handle highly sensitive and confidential information with discretion and sound judgment.
Ability to interpret, apply, and communicate policies, procedures, and regulatory requirements.
Ability to work independently, exercise initiative, and make decisions within the scope of authority.
The incumbent must have a demonstrated interest and/or ability in working in a multicultural/multiethnic environment.
A background check (including a criminal records check) must be completed satisfactorily before any candidate can be offered a position with the CSU.
As such, the University requires all employees upon date of hire to reside in the State of California.
As of January 1, 2022 the CSU Out-of-State Employment Policy prohibits the hiring of employees to perform CSU-related work outside the state of California.

Nice To Haves

Prior experience working in the California State University system.
Demonstrated skills in an institutional/educational environment utilizing a customer-oriented and service-centered attitude.
Experience supporting Human Resources functions such as recruitment, classification and compensation, benefits, labor and employee relations, or compliance.
Experience with HR information systems (e.g., PeopleSoft, CHRS, CMS) and administrative systems.
Knowledge of CSU policies, HR procedures, and collective bargaining agreements.
Experience in preparing HR-related reports, workforce analytics, or compliance documentation.
Experience in higher education or a large, complex organization.