Chancellor's Office Statement

Join our team at the California State University, Office of the Chancellor, and make a difference in providing access to higher education. We are currently seeking experienced candidates for the position of Executive Assistant. The CSU Chancellor's Office, located on the waterfront adjacent to the Aquarium of the Pacific in downtown Long Beach, is the headquarters for the nation's largest and most diverse system of higher education. The CSU Chancellor's Office offers a premium benefit package that includes outstanding vacation, health, and dental plans; a fee waiver education program; membership in the California Public Employees Retirement System (PERS); and 15 paid holidays a year.

Salary

The anticipated salary hiring range is up to $83,760 per year, commensurate with qualifications and experience.

Classification

Confidential Administrative Support II

Position Information

The California State University, Office of the Chancellor, is seeking an Executive Assistant to provides executive-level administrative and professional to the Vice Chancellor (VC), External Relations & Communications. This position is the first point of contact for the Office of the VC and will perform highly sensitive and confidential executive-level support work requiring an awareness of the Office of the VC priorities and an understanding of the functions of the ERC division in relation to other units of the Office of the Chancellor, Board of Trustees and CSU campuses.

The Executive Assistant performs all necessary administrative duties in direct support of the Director of Operations and VC, which primarily includes scheduling, coordinating and maintaining the VC’s calendar and schedule, meetings and meeting materials, and preparing travel arrangements and reimbursements. The incumbent will prepare correspondence, as well as meeting agendas, briefings and materials. The incumbent will assist with the preparation of Board of Trustees items, scripting, collateral materials, and the permanent record of namings.

The position will handle confidential employee information that contributes significantly to the development of executive decisions related to collective bargaining, student fee policy, financial management, budget, executive policy decisions, and statewide legislative policy recommendations.

The Executive Assistant will serve as a back-up for the Director of Operations and assist with meeting logistics, preparation of materials and event support, including the Board of Trustees meetings, Vice Presidents for Advancement meetings, and other Chancellor’s Office and systemwide meetings and events. This position also provides administrative support for high-level, division recruitments.

Additionally, the Executive Assistant will assist with the research, preparation and proofreading of high-level briefing materials and correspondence for the vice chancellor.

The incumbent must be able to manage competing priorities in a dynamic and changing environment and must be able to evaluate and set work priorities. Work assignments are received in the form of general requests and require considerable independent judgement in carrying out tasks to completion.

This position is approved for telecommuting (two days telecommuting, three days in office (in-person)) with onsite work at the main headquarters located in Long Beach, California.

Responsibilities

Under the general direction of the Director of Operations, External Relations & Communications, the Executive Assistant will:

-Provide executive-level administrative and professional support to the VC, ERC.

-Responsible for office and phone coverage, and determining the appropriate course of action for calls.

-Prepare or edit written communications, coded memoranda, memos, letters, presentations, spreadsheets and reports, many of a highly sensitive and confidential nature.

-Coordinate all elements of the VC’s calendar, including monitoring and reviewing meeting requests, resolving scheduling conflicts, establishing appointment priorities, scheduling appointments and preparing daily schedules.

-Arrange and confirm travel, prepare and process travel claims, track reimbursements, prepare itineraries, and provide meeting materials, maps and directions for the VC.

-Serve as back-up to the Director of Operations; assist the Director of Operations with meeting logistics, preparing and copying materials, and event support for Board of Trustees meetings, including escorting major donors and Trustees Scholars, and event support for the Vice Presidents for Advancement meetings and other Chancellor’s Office and systemwide meetings and events.

-Provide administrative support for high-level division recruitments, including drafting recruitment documents, downloading and reviewing resumes, prescreening for salary, scheduling interviews, and providing guidance to the search committee chair on the hiring process.

-Assist with the research, preparation and proofreading of high-level briefing materials and correspondence for the VC.

-Process incoming and outgoing mail and distribute correspondence, information and materials to the appropriate division personnel; route documents for the VC’s signature.

-Handle and maintain electronic and paper files for the VC, many of which are highly sensitive and confidential in nature; maintain confidentiality when supporting the VC with any sensitive materials, such as collective bargaining documents.

-Maintain confidentiality and privacy in all dealings related to collective bargaining strategy or activities; such information would include, but is not limited to, information used in collective bargaining and other related activities; and information contained in case files for PERB unfair labor practice cases, and/or information with contract grievance arbitration cases.

-Maintain and order supplies and equipment for the Office of the VC.

-Perform other duties as assigned.

Qualifications

This position requires:

-A bachelor’s degree in a related area and a minimum of five years of progressively responsible executive-level administrative support for high level executive or senior administrative officer in a complex work environment OR equivalent combination of education and experience which demonstrates that the applicant has acquired the knowledge and abilities listed is required.

-Prior experience working in a higher education environment and knowledge of higher education operations is preferred.

-Excellent proofreading skills and ability to develop and use techniques to ensure the consistency and accuracy of information.

-Ability to track assigned tasks/projects, communicate and coordinate with involved individuals, and ensure follow-through and completion of task/project; this process requires identifying and resolving barriers, and notifying management when task/project may be stalled and making recommendations to move task/project forward.

-Demonstrated experience handling highly confidential and sensitive matters.

-Demonstrated ability to take initiative and use sound judgment in completing tasks.

-Ability to work collaboratively with others.

-Superior organization, administrative and analytical skills.

-Effective interpersonal, written and oral communication skills.

-Thorough knowledge of modern office practices and procedures.

-Demonstrated ability to complete multiple projects/tasks simultaneously with competing deadlines, and to set and manage timelines and priorities.

-Ability to interact professionally with a wide range of individuals from the chancellor's office, campuses, governing board and external parties.

-Demonstrated ability to plan, schedule and coordinate office activities, complex calendars and meeting and conference schedules.

-Demonstrated ability to prepare reports, letters and appropriate correspondence.

-Possess strong organizational skills with impeccable attention to detail.

-Proficiency with Microsoft Office programs, especially Word, Excel and Outlook.

-Proficiency with Adobe Acrobat preferred.

Application Period

Priority consideration will be given to candidates who apply by June 26, 2025. Applications will be accepted until the job posting is removed.

How To Apply

Please click "Apply Now" to complete the California State University, Chancellor's Office online employment application.

Equal Employment Opportunity

Consistent with California law and federal civil rights laws, the CSU provides equal opportunity in education and employment without unlawful discrimination or preferential treatment based on race, sex, color, ethnicity, or national origin. Reasonable accommodations will be provided for qualified applicants with disabilities who self-disclose by contacting the Senior Human Resources Manager at (562) 951-4070.

Title IX

Please view the Notice of Non-Discrimination on the Basis of Gender or Sex and Contact Information for Title IX Coordinator at: https://www2.calstate.edu/titleix

E-Verify

This position requires new hire employment verification to be processed through the E-Verify program administered by the Department of Homeland Security, U.S. Citizenship and Immigration Services (DHSUSCIS)' in partnership with the Social Security Administration (SSA).

If hired, you will be required to furnish proof that you are legally authorized to work in the United States. The CSU Chancellor’s Office is not a sponsoring agency for staff and Management positions (i.e., H1-B VISAS).

COVID19 Vaccination Policy

Per the CSU COVID-19 Vaccination Policy, it is strongly recommended that all Chancellor’s Office employees who are accessing office and campus facilities follow COVID-19 vaccine recommendations adopted by the U.S. Centers for Disease Control and Prevention (CDC) and the California Department of Public Health (CDPH) applicable to their age, medical condition, and other relevant indications.

CSU Out of State Employment Policy

California State University, Office of the Chancellor, as part of the CSU system, is a State of California Employer. As such, the University requires all employees upon date of hire to reside in the State of California. As of January 1, 2022, the CSU Out-of-State Employment Policy prohibits the hiring of employees to perform CSU-related work outside the state of California.

Background

The Chancellor's Office policy requires that the selected candidate successfully complete a full background check (including a criminal records check) prior to assuming this position.