Executive Assistant (Executive Assistant II), University Advancement - Office of Government, Tribal, and Community Relations (OGTCR)

Job Summary The professional provides essential coordination of the activities, programs, reports, and services provided to the University through the Office of Government, Tribal and Community Relations by applying acquired executive assistant job skills, and knowledge of university policies and procedures to complete significant assignments, projects,and tasks of moderate technical scope and complexity . Drawing from prior experience and knowledge of executive administration and project management to exercise judgment while ensuring the efficient operation of the executive’s office. Supporting the executive in a variety of tasks, such as drafting documents and memos to support strategic plans and programs; conducting research and analysis of confidential information to support college personnel and student planning; planning and coordinating meetings and events; managing projects; and facilitating effective communication with internal and external stakeholders. The executive office is crucial in generating political advocacy, philanthropic funding, and community support for CSUSB.

Responsibilities Office Operations

• Executive Support: Independently provides comprehensive executive support to the AVP and Director, including complex calendar coordination; prioritizing appointments, meetings, travel planning and documentation; as well as facilitation of executive logistics and follow-up actions ensuring timely follow-through on action items and deliverables.
• Leadership Communications & Meeting Support: Prepares and coordinates briefing materials, reports, and correspondence for meetings and stakeholder engagements; liaises with the Office of the Vice President for required submissions.
• Office Operations: Coordinates daily office operations to ensure efficient workflow, professional visitor services, and timely inquiry response; manages correspondence flow, supplies, subscriptions, and operational systems.
• Interprets and applies department operating policies and protocols, including those related to visiting trustees, elected officials, and dignitaries.
• Monitors and analyzes department budget; reconciles Procard and PhilCard expenses.
• Maintains and updates office procedures manual; recommends process improvements.
• Provides updates to leadership on operational concerns, intern hiring matters, and budgetary issues with recommended solutions.
• Serves as HR liaison for recruitment and onboarding processes.

Administration

• Conducts research and maintains databases of federal, state, and local elected officials, as well as community and industry leaders.
• Assists with development and dissemination of communications to elected officials and key stakeholders.
• Project & Tracking Cordination: Maintains structured tracking systems for division initiatives and ensures milestone completion and deadline adherence.

Special Events and Meetings

• Plans and executes large- and small-scale events, including trustee visits, legislative hearings, advocacy days, and dignitary engagements.
• Manages invitation lists, RSVPs, venues, technology, catering, parking, materials, presentation support, communications, and expense tracking.
• Ensures compliance with institutional protocols for high-level events and external engagements.

Performs other duties as assigned consistent with the Executive Assistant II classification to support executive operations and ensure continuity of the office. Provides back-up support for key executive functions during peak periods, major events, staff absences, and urgent priorities, ensuring timely coordination of projects, meetings, and communications in compliance with CSU and University policies and procedures.

Minimum Qualifications

• Equivalent to a bachelor’s degree in a related field
• Two years of relevant experience. Additional experience which demonstrates acquired and successfully applied knowledge and abilities shown above may be substituted for the required education on a year-for-year basis. An advanced degree in a related field may be substituted for the required experience on a year-for-year basis.

Required Qualifications

• In addition to Executive Assistant I knowledge and skill requirements, work assignments typically require: Working knowledge of executive-level administrative practices, problems, and methodologies. Strong project planning and organizational skills to plan, organize, and manage multiple projects. Advance…