Information Technology Executive Assistant III

California State University•Fullerton, CA

1d•$5,797 - $8,445•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 IT. 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. Cal State Fullerton is a leading public university committed to student success, academic excellence, and inclusive excellence, fostering a collaborative environment that supports teaching, research, and service while promoting innovation and professional growth. It is recognized as a Hispanic-Serving Institution and an Asian American and Native American Pacific Islander-Serving Institution, and a recipient of the Seal of Excelencia.

Requirements

Equivalent to a bachelor’s degree in a related field and four years of relevant experience.
Additional experience demonstrating 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.
Ability to work independently under minimal supervision, overseeing 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 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.

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.
Experience supporting multiple senior leaders or a senior leadership team.
Experience working in a university, public-sector, or similarly complex organizational environment.
Experience managing complex calendars for multiple leaders.
Experience coordinating travel.
Experience using Concur or a comparable travel and expense management system.
Experience supporting major organizational meetings, events, and VIP engagements.
Experience coordinating with a President’s Office, Cabinet-level leadership, or comparable senior administrative office.
Experience preparing presentations, reports, briefing documents, correspondence, and meeting materials.
Experience building effective working relationships across organizational boundaries.
Experience handling highly confidential and sensitive information.

Responsibilities

Provides high-level administrative, operational, and coordination support to the Vice President for Information Technology (VPIT).
Serves as a central coordination resource for the Division of Information Technology.
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.
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.
Performs other duties as assigned.