Executive Assistant to the Vice President and Chief of Staff

Jobs • Job Details • Executive Assistant to the Vice President and Chief of Staff Skip to content apply visit info give mycpp Search • apply visit info give mycpp apply visit info give mycpp • Home • about • admissions & aid • academics • life at CPP • athletics • alumni • news & events • future students | • Admitted Students | • current students | • families | • faculty & staff • • • • • Cal Poly Pomona Job Opportunities Job Alerts Applicant Login Job Search Filter Results Work type • Staff 1 Locations Southern California • Pomona 1 Categories Appointment Type • Probationary 1 Bargaining Unit • Confidential 1 Job Search Category/Discipline • Administrative 1 Time Basis • Full Time 1 Workplace Type (Exclude Inst Fac) • On-site (work in-person at business location) 1   Executive Assistant to the Vice President and Chief of Staff Apply now Job no: 563742 Work type: Staff Location: Pomona Categories: Confidential, Administrative, Probationary, Full Time, On-site (work in-person at business location) Type of Appointment: Full-time, Probationary Job Classification: Confidential Administrative Support II Anticipated Hiring Range: $4,687 - $8,333 per month Work Schedule: Monday-Friday 8:00 am-5:00 pm THE DEPARTMENT: 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 fundraising. The Executive Assistant will provide executive-level support to the Vice President and Chief of Staff (VP/COS) within the Office of the President, to include promoting institutional objectives, facilitating the achievement of goals established by the President and Cabinet in alignment with the University's strategic plan. DUTIES AND RESPONSIBILITIES: Executive Support • Independently manage and strategically prioritize the VP/COS’ complex executive calendar; evaluate competing requests, anticipate scheduling conflicts and preparation needs, and recommend adjustments aligned with institutional priorities. • Plan and coordinate high-level meetings and engagements with Cabinet members, university leaders, public officials, external partners, and community organizations; manage sensitive protocols, logistics, agendas, and timely follow-up. • Proactively prepare the VP/COS for executive engagements by developing comprehensive briefing packets, agendas, background analysis, participant profiles, talking points, and relevant correspondence; identify issues requiring advance attention. • Monitor, organize, and prioritize time-sensitive requests, directives, and communications from the Chancellor’s Office and other stakeholders; maintain actionable records of deadlines, responsible parties, and required responses, escalating risks or delays appropriately. • Draft, edit, and coordinate confidential executive correspondence, memoranda, presentations, and follow-up communications; ensure accuracy, appropriate tone, consistency, and timely clearance and distribution. • Research and synthesize university and CSU policies, background documents, and institutional information to prepare concise executive briefings, reports, presentations, and decision-support materials under the direction of the VP/COS. • Provide substantive administrative and coordination support to committees, task forces, and working groups convened by the VP/COS; organize materials, facilitate communication, document decisions, and track commitments through completion. • Coordinate implementation activities for cross-divisional projects and strategic initiatives on behalf of the VP/COS; establish and maintain work plans, milestones, deliverables, and status updates, and proactively identify matters requiring executive intervention. • Provide substantive administrative and coordination support to the NAGPRA Campus Committee, which the VP/COS leads as the President’s designee. • Coordinate planning and logistics for Office of the President’s events, including receptions, ceremonies, campus visits, and stakeholder engagements. • Attend sensitive or high-level meetings as requested; prepare accurate records of key discussions, decisions, assignments, and deadlines, and discreetly coordinate follow-up with responsible offices. • Design and maintain confidential executive tracking systems, briefing schedules, and reporting tools that improve visibility into commitments, strengthen accountability, and support timely resolution of outstanding matters. • Oversee executive travel arrangements, itineraries, approvals, and expense reconciliation using Concur and other university systems; ensure compliance with applicable procedures and anticipate logistical needs. • Perform other related executive support and coordination responsibilities as assigned in support of the Office of the President. Executive-Level Search Coordination:  • Coordinate confidential administrative and logistical aspects of executive management searches for positions reporting to the VP/COS or President; develop search schedules, maintain process documentation, monitor timelines, and support search committees and retained search firms. • Organize complex candidate campus visits, including confidential itineraries, travel arrangements, stakeholder meetings, interview materials, and timely communication among participating offices. • Serve as a central administrative liaison among search chairs, search firms, and People and Culture/Human Resources; coordinate required approvals and documentation, safeguard candidate information, and support adherence to established recruitment procedures. • Apply working knowledge of campus and CSU recruitment policies to identify procedural requirements, explain established processes to committee participants in coordination with Human Resources, and flag compliance questions for authoritative resolution. MPP Review Process • Under the direction of the VP/COS, coordinate confidential administrative support for periodic MPP reviews of the President’s direct reports, including vice presidents and senior associate vice presidents, consistent with applicable university policies. • Develop and maintain review calendars, procedural checklists, document-control practices, and committee meeting schedules; coordinate interviews, materials distribution, and deadlines while protecting sensitive personnel information. • Support review committee chairs by organizing policy-based process guidance, tracking required steps, and referring interpretive or compliance questions to the VP/COS and appropriate policy authorities. • Coordinate the secure compilation, routing, and timely submission of final review materials to the President and People and Culture/Human Resources in accordance with applicable procedures. QUALIFICATIONS: • Bachelor's Degree - or equivalent relevant experience that demonstrates the ability to perform the essential functions of the position. • Driver's license, Valid and in-state • Five years of progressively responsible administrative support experience, including experience interpreting and applying administrative or human resources policies and procedures.  • Exceptional organizational and time-management skills, with the ability to anticipate needs, establish priorities, manage interruptions, and meet competing deadlines. • Excellent written, verbal, interpersonal, and customer-service skills; ability to communicate effectively and diplomatically with diverse internal and external constituencies. • Demonstrated 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 to support an inclusive, respectful, and welcoming environment. PREFERRED QUALIFICATIONS: • 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. BENEFITS At California State University (CSU), we prioritize the health, growth, and success of our employees. Our benefits program reflects our commitment to your overall well-being. To be eligible for full benefits, employees must be appointed at least half-time (.50 FTE) with an appointment lasting more than six months and one day. Benefits eligibility and offerings may vary based on appointment type, classification, and applicable collective bargaining agreement. Eligible employees may have access to a comprehensive benefits package that can include: • Paid Time Off: Up to 24 vacation days per year, based on employee group and/or length of service; 14 paid holidays; and 12 sick days annually with unlimited accrual. • Health Coverage: A variety of medica