C

California Polytechnic State University

Polytechnic university in San Luis Obispo, CA

Executive Assistant

Executive SupportConfirmed live in the last 24 hours
Full-timeSan Luis Obispo, CA, USA$88.3k - $141.2k /yr

About the Job

Requirements

  • Graduation from a four-year college or university is required, although eight years of applicable experience may be substituted.
  • At least three years of experience demonstrating the ability to perform the essential functions of the job is required.
  • Comprehensive project management capabilities across complex, multi-stakeholder initiatives are required.
  • Ability to exercise exceptional judgment and manage highly sensitive matters with diplomacy and discretion is required.
  • Ability to anticipate needs, proactively identify issues, and recommend solutions before challenges arise is required.
  • Ability to represent the Executive Director professionally and effectively with students, staff, university leadership, elected officials, governing boards, and community partners is required.
  • Ability to analyze information, identify trends, and provide recommendations that support executive decision-making is required.
  • Organization, time management, planning ahead, and adapting to shifting priorities are required.
  • Exceptional written communication skills, including the ability to synthesize complex information into clear, concise executive correspondence, reports, presentations, and briefing materials, are required.
  • Ability to build relationships and collaborate across departments and partner institutions is required.
  • High attention to detail, strong follow-through, persistence, and patience in evolving environments are required.
  • Proficiency with Microsoft Office applications, SharePoint, and project management tools is required.
  • Understanding of budgeting and purchasing processes is required.
  • Satisfactory completion of a background check, including a criminal records check, is required for employment.
  • The employee is a mandated reporter under the California Child Abuse and Neglect Reporting Act and must comply with the requirements in ASI policy.

Responsibilities

  • Strategically manage the Executive Director’s calendar by aligning commitments with organizational priorities, anticipating scheduling needs and conflicts, and coordinating in-person and remote meeting preparation.
  • Coordinate travel plans for the Executive Director.
  • Act as a liaison for the Executive Director with external entities.
  • Lead planning, preparation, and follow-through for ASI Management meetings, Executive Director forums, leadership retreats, and other executive-level meetings; develop agendas with the Executive Director; coordinate materials, logistics, and participant communications; document decisions and action items; and monitor completion of agreed-upon next steps.
  • Support agenda preparation, meeting minutes, and post-meeting follow-up for other meetings as requested by the Executive Director.
  • Provide confidential administrative and coordination support to the Executive Director in sensitive matters, including legal matters, contracts, and performance management.
  • Support the Executive Director’s expense management, including travel and recurring procurement card reconciliations.
  • Maintain accurate records of the Executive Director’s correspondence, resources, reports, and actions.
  • Perform research and compile summary reports and recommendations for the Executive Director.
  • Manage biweekly timekeeping records for the Executive Director’s direct reports.
  • Serve as a trusted advisor to the Executive Director by assessing incoming issues, gathering relevant information and perspectives, identifying implications and options, and developing recommended action plans for consideration.
  • Develop executive communications, including correspondence, executive summaries, briefing materials, speeches, talking points, reports, and other written materials reflecting the Executive Director’s voice, priorities, and strategic direction.
  • Design and develop professional presentations for Board meetings, leadership retreats, campus meetings, and public speaking engagements.
  • Create confidential payment requests for legal charges.
  • Collect, review, and consolidate data from staff reports to create routine reports to the Vice President for Strategic Enrollment Management and Student Affairs.
  • Attend and represent the Executive Director and/or ASI in meetings as designated and within delegated authority.
  • Provide ongoing development and maintenance of ASI archives.
  • Coordinate and advance Executive Director-led initiatives by facilitating cross-functional collaboration, clarifying objectives and responsibilities, and supporting implementation.
  • Manage the Executive Director’s action and milestone tracking system for initiatives and priorities; establish implementation plans; maintain ownership, timelines, dependencies, and status updates; facilitate progress reviews; identify barriers; and provide updates on progress, risks, resource needs, and recommended next steps.
  • Prepare the Executive Director for meetings, communications, and engagements by developing briefing materials summarizing context, stakeholder perspectives, key issues, recommended approach, decision points, and required follow-up.
  • Coordinate approved amendments to ASI Policy and Procedure statements and maintain the ASI Policy Manual.
  • Oversee maintenance of ongoing organization-wide policies, procedures, and initiatives.
  • Perform other duties as assigned.

Desired Qualifications

  • Five years of experience demonstrating the ability to perform the essential functions of the job is preferred.
  • Experience working in a college or university setting is preferred.

About the Company

California Polytechnic State University

Polytechnic university in San Luis Obispo, CA

California Polytechnic State University is a public polytechnic university in San Luis Obispo, California. It offers undergraduate and graduate programs with a learn-by-doing emphasis.

Company size
Not listed
Company stage
Not listed
Total funding
Not listed
Headquarters
Not listed
Founded
Not listed

Recently Posted Jobs

Explore more opportunities at California Polytechnic State University

See more jobs