Executive Assistant to the VP of Student Affairs

Job no: 560519
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 III

Anticipated Hiring Range: $5,357 - $7,500 per month

Work Schedule: Monday - Friday 8:00AM to 5:00PM

THE DEPARTMENT:

The Division of Student Affairs at Cal Poly Pomona fosters student success, wellbeing, belonging, leadership development, and engagement through high-quality programs, services, and resources that support students throughout their educational journey. The Division oversees a broad portfolio of departments, programs, and auxiliary organizations serving more than 25,000 students while collaborating extensively with Academic Affairs, Enrollment Management, the President’s Office, the CSU Chancellor’s Office, Associated Students Incorporated, and external community partners. As the executive office for the Division, the Office of the Vice President provides strategic leadership, operational oversight, and organizational coordination across the division and serves as the primary liaison between Student Affairs, university leadership, and external partners.

DUTIES AND RESPONSIBILITIES:

Executive Operations & Strategic Support

• Serve as the primary operational partner to the Vice President.
• Manage the daily operations of the Office of the Vice President.
• Anticipate executive needs and resolve issues proactively.
• Prepare executive briefings, background materials, talking points, correspondence, and presentations.
• Conduct research on university, CSU, and higher education issues to support executive decision-making.
• Maintain awareness of divisional priorities and recommend sequencing of competing priorities.
• Keeps informed of university policies, CSU system initiatives, executive priorities, and organizational issues to independently provide informed recommendations and support executive decision making.
• Exercise independent judgment in handling sensitive and confidential matters.
• Coordinate agendas, briefing materials, action items, and follow-up for Executive Leadership Team meetings, one-on-one meetings, Cabinet meetings, and other executive engagements.

Executive Project & Initiative Management

• Develop and maintain executive tracking systems for priorities, strategic initiatives, reports, assignments, action items, and deadlines.
• Monitor progress and independently follow up with AVPs, directors, and campus partners.
• Identify risks, competing priorities, or missed deadlines and recommend solutions.
• Prepare executive status reports and maintain project dashboards.
• Ensure strategic initiatives move from planning through implementation.

Executive Communications & Research

• Research policy issues and emerging trends that affect Student Affairs at the local, state, and national level.
• Prepare executive summaries, briefing papers, and presentations.
• Review documents for quality, completeness, and accuracy.
• Monitor emerging issues and communicate relevant information to the Vice President.

Executive Coordination & Division Liaison

• Serve as a liaison with the President’s Office, Academic Affairs, Executive Leadership Team, AVPs, directors, and external partners.
• Facilitate communication and coordination across the Division.
• Handle sensitive inquiries with diplomacy and professionalism.

Administrative & Operational Support

• Coordinate executive travel, purchasing, personnel paperwork, recruitments, calendaring, office administration, and other operational functions.
• Leverage technology and project management tools to improve workflow efficiency.

QUALIFICATIONS:

• Bachelor’s Degree - Or equivalent
• Minimum of five years supporting senior executives in a complex organization
• Executive project management
• Executive presence and political acumen
• Independent judgment and sound decision-making
• Research and analytical thinking
• Exceptional written and verbal communication
• Ability to anticipate needs and solve problems proactively

PREFERRED QUALIFICATIONS:

• Minimum of five years supporting senior executives in a complex organization.
• Experience supporting vice presidents, presidents, CEOs, cabinet members, or equivalent executives.
• Demonstrated success coordinating executive operations, strategic initiative…