Executive Assistant

Definition & Purpose

The Executive Assistant provides comprehensive executive and strategic administrative support to the ASI Executive Director. Serving as a trusted partner to the Executive Director, the position manages executive operations, coordinates Executive Director strategic initiatives, develops executive communications and presentations, and facilitates organization-wide projects that advance ASI’s mission and priorities. The position exercises a high degree of independent judgment, discretion, political acumen, and professionalism while managing highly confidential information and representing the Executive Director with internal and external stakeholders. Success in this role requires exceptional organizational skills, executive-level writing and communication abilities, and the capacity to anticipate needs in a fast-paced, dynamic environment.

This position is based at the Cal Poly in San Luis Obispo, CA.

Requirements

Educational & Qualifying Experience, Skills, Licenses, Credentials

Educational/License/Credential Requirements

• Graduation from a four-year college or university (8 years of applicable experience may be substituted for the educational requirement).

Experience Requirements

• Minimum three (3) years of experience, five (5) years preferred, that demonstrates the ability to perform the essential functions of the job.
• Experience working in a college or university setting preferred.

Knowledge/Skill Requirements

• Comprehensive project management capabilities across complex, multi‑stakeholder initiatives.
• Ability to exercise exceptional judgment and manage highly sensitive matters with diplomacy and discretion.
• Ability to anticipate needs, proactively identify issues, and recommend solutions before challenges arise.
• Ability to represent the Executive Director professionally and effectively with students, staff, university leadership, elected officials, governing boards, and community partners.
• Ability to analyze information, identify trends, and provide recommendations that support executive decision-making.
• Organization, time management, and the ability to plan ahead while adapting to shifting priorities.
• Exceptional written communication skills with demonstrated ability to synthesize complex information into clear, concise executive correspondence, reports, presentations, and briefing materials.
• Strong relationship-building skills with the ability to collaborate across departments and partner institutions.
• High attention to detail with strong follow-through, persistence, and patience in evolving environments.
• Proficiency with Microsoft Office applications, SharePoint, and project management tools.
• Understanding of budgeting and purchasing processes.

Essential Duties & Responsibilities

Supervisory Responsibility

• None

Executive Support

• 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 Executive Director.
• Act as a liaison for the Executive Director with external entities.
• Lead the planning, preparation, and follow-through for ASI Management meetings, Executive Director forums, leadership retreats, and other executive-level meetings. Develop agendas in partnership with the Executive Director; coordinate materials, logistics, and participant communications; document decisions and action items; and monitor completion of agreed-upon next steps.
• Support the Executive Director with agenda preparation, meeting minutes, and post-meeting follow-up for other meetings as requested.
• Provide confidential administrative and coordination support to the Executive Director in sensitive matters, including legal, contracts, and performance management.
• Support Executive Director in expense management functions including but not limited to, travel and recurring procurement card (P-Card) reconciliations.
• Maintain accurate records of Executive Director correspondence, resources, reports, and actions.
• Perform research and compile summary reports and recommendations for use by the Executive Director.
• Manage biweekly timekeeping records for Executive Director direct reports.
• Serve as a trusted advisor to the Executive Director by assessing incoming issues, gathering relevant information and perspectives, identifying implications and …