Information Technology Executive Assistant III

Careers Listing•Fullerton, CA

1d•Onsite

About The Position

The Division of Information Technology (IT) at California State University, Fullerton (Cal State Fullerton) is seeking an exceptional individual to join their IT-Administration team as the Information Technology Executive Assistant III. This role provides high-level administrative, operational, and coordination support to the Vice President for Information Technology (VPIT) and serves as a central coordination resource for the entire Division of Information Technology. The ideal candidate will possess a positive attitude, an active and energetic mind, highly ethical practices, and a commitment to inclusivity, openness, flexibility, integrity, and kindness. The position requires working independently with a high degree of judgment, discretion, initiative, and organizational awareness.

Requirements

Equivalent to a bachelor’s degree in a related field and four years of relevant experience.
Additional experience which demonstrates acquired and successfully applied knowledge and abilities 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.
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

Experience providing high-level administrative support to a Vice President, President, Provost, Associate Vice President, Chief Operating Officer, or comparable senior leaders.
Supporting multiple senior leaders or a senior leadership team.
Working in a university, public-sector, or similarly complex organizational environment.
Experience managing complex calendars for multiple leaders, coordinating travel, and using Concur or a comparable travel and expense management system.
Supporting major organizational meetings, events, and VIP engagements.
Experience coordinating with a President’s Office, Cabinet-level leadership, or comparable senior administrative office.
Preparing presentations, reports, briefing documents, correspondence, and meeting materials.
Building effective working relationships across organizational boundaries.
Handling highly confidential and sensitive information.

Responsibilities

Manages the Vice President’s complex calendar and provides calendaring, scheduling, and travel support for the IT Senior Leadership Team (SLT).
Coordinates the Division calendar, maintaining centralized visibility of SLT schedules, travel, major divisional meetings and events, governance groups, significant initiatives, and institutional commitments.
Coordinates major division meetings, events, and leadership engagements.
Serves as a primary liaison with the President’s Office, university leadership, Chancellor’s Office, and other internal and external constituents.
Prepares correspondence, briefing materials, presentations, and meeting documentation.
Tracks commitments and follow-up actions.
Provides coordination support for selected strategic initiatives and special projects.
Regularly handles highly sensitive and confidential information.
Anticipates leadership needs, independently resolves complex administrative and scheduling matters, and maintains effective working relationships across all levels of the University.
Other duties as assigned.