Presidential Aide

Job Details•Pomona, CA

About The Position

The President is the Chief Executive Officer of the University and is responsible for all operational and strategic aspects of the University, including student recruitment, retention, and graduation, academic policies and programs; state and non-state operating budgets; personnel policies and procedures; external outreach, collaboration and fund raising. The Presidential Aide provides executive support to the President in fulfilling responsibilities, promoting institutional objectives, and facilitating the achievement of the goals established in the University's strategic plan.

Requirements

Bachelor's Degree - Bachelor’s degree or equivalent combination of education and relevant experience.
Driver License, Valid and in State
Minimum of five (5) years of progressively responsible executive administrative support experience, preferably supporting senior executives.
Demonstrated ability to manage complex scheduling, competing priorities, and frequent change with professionalism and composure.
Excellent written and verbal communication skills, including the ability to coordinate executive-level correspondence and communications in partnership with an executive writer and communications colleagues (intake, background gathering, review cycles, and final quality control for clarity, tone, and accuracy).
High degree of discretion and proven experience handling confidential and sensitive information.
Proficiency with modern office productivity tools (email/calendar, word processing, spreadsheets, presentations, collaboration platforms).
Demonstrates outstanding organizational abilities with meticulous attention to detail, consistently delivering precise, high-quality work within established deadlines.
Strong interpersonal skills and customer-service mindset; able to build trust with senior leaders and diverse stakeholders.
Ability to exercise independent judgment, anticipate needs, and escalate issues appropriately.
Ability to synthesize information from multiple sources and prepare concise briefings.
Strong time management and prioritization skills; able to manage interruptions and shifting demands.
Ability to work effectively with minimal supervision and as part of a team.

Nice To Haves

Experience in higher education, public sector, or other complex, mission-driven organizations.
Experience supporting a president/chancellor, executive-level leader, or governing board.
Demonstrated project coordination experience (planning, tracking deliverables, and driving follow-through).
Familiarity with protocol, event planning, and/or donor and community relations.
Experience with records management, retention schedules, and document control practices.

Responsibilities

Develop and maintain a daily run-of-day (ROD) for the President, including key objectives, contacts, locations, timing, and critical context for each engagement.
Coordinate briefing materials (background, talking points, bios, prior correspondence, and decision memos) with cabinet members, staff, and subject-matter experts.
Ensure materials are accurate, well-organized, and delivered in a timely manner; follow up on missing information and clarify any inconsistencies.
Anticipate needs, remove administrative barriers, and ensure the President is set up for success across engagements and deliverables.
Track key outcomes, commitments, and follow-ups from meetings and events; route action items to appropriate owners and monitor completion as requested.
Coordinate office operations, including support for special events, visitors, and cross-functional projects as assigned.
Handle sensitive and confidential information with discretion; use sound judgment in decision-making and escalation.
Provide support for other executive office functions as required and help foster a collaborative, service-focused team environment.
Coordinate executive correspondence and communications by partnering with the director of executive communications, including intake requests, gathering background, routing drafts for review/approval, and ensuring final materials are accurate, timely, and aligned with the President’s voice and priorities.
Manage incoming communications: triage, route, and track items; coordinate recommended responses and maintain a reliable follow-up system with clear ownership and deadlines.
Coordinate closely with the director of executive communications and other members of Strategic Communications, Government and External Affairs, University Advancement, and other offices to align messaging, review cycles, approvals, and schedules for presidential communications and public-facing deliverables.
Represent the Office of the President with a high level of professionalism and discretion in interactions with internal and external stakeholders.
Coordinate travel logistics, including itineraries, transportation, lodging, ground transfers, security/protocol considerations, and contingencies for schedule changes.
Prepare comprehensive travel packets (itinerary, contact list, maps, event details, briefings, and required documentation).
Support travel-related documentation and reimbursements in alignment with CSU and Cal Poly Pomona policies and required approvals; organize receipts and records as needed.
Coordinate with hosts and event organizers to confirm timing, protocol, speaking roles, and onsite requirements.
Coordinate with the administrative operations specialist to ensure prompt submission of travel expense claims.
Maintain accurate, well-organized electronic and physical records for the Office of the President, including correspondence, schedules, approvals, and reference materials.
Establish and follow records retention, confidentiality, and access practices consistent with university requirements.
Track and manage documents requiring review/signature; confirm completeness and obtain necessary supporting materials.
Maintain office administrative systems (contact databases, distribution lists, filing conventions, shared calendars) to ensure continuity and reliability.