"Assistant Director, Corporate Affairs"

Summary

The Assistant Director of Corporate Affairs is a critical, high-level administrative, strategic, and compliance-focused role reporting to the Director of Corporate Affairs. This position provides confidential executive support to the COO and Director of Corporate Affairs, serving as the primary expert in strategic contract management and organizational risk/compliance efforts.

The Assistant Director ensures the smooth and compliant functioning of corporate administration through meticulous oversight of documents, policies, leadership meeting coordination, and robust record-keeping. Key responsibilities include managing the full contract lifecycle from review to renewal/termination, enforcing best practices, and providing essential strategic direction and support for the organization's insurance portfolio, risk mitigation strategies, and critical administrative functions, including scholarship program assistance and special project coordination.

Essential Duties and Responsibilities

Executive & Administrative Coordination

• Provide confidential, high-level administrative, and coordinative support to the COO and Director of Corporate Affairs including coordinating high-level meetings, corporate retreats, and ASI All-Staff Meetings.
• Oversee the preparation, meticulous editing, and proofreading of correspondence, comprehensive reports, executive presentations, official meeting minutes, and other crucial documents, ensuring accuracy, clarity, and adherence to organizational standards.
• Develop and maintain highly efficient physical and electronic filing systems, ensuring immediate retrieval of critical documents and information.

Corporate Administration

• Lead the coordination and documentation of major administrative and operational policies and procedures, ensuring consistency and accessibility.
• Coordinate the preparation and timely distribution of all meeting materials (agendas, minutes, supporting documents) for the Corporate Leadership Team (CLT) and Directors.
• Proactively track and document task assignments arising from CLT and Directors' discussions on behalf of the Executive Director and COO, ensuring timely follow-up and completion.

Strategic Contract Management

• Serve as the organization's primary internal subject matter expert and final reviewer for all corporate contracts, including procurement, vendor, partnership, and service agreements. Critically review all contractual language to confirm accuracy, mitigate risk, verify adherence to organizational policy and legal standards, and ensure the protection of the organization's interests.
• Direct and optimize the complete contract lifecycle, including drafting guidance, negotiation support, execution, administration, and proper termination or renewal. Establish and maintain a robust, centralized, and secure digital repository for all contractual documents.
• Develop and implement a proactive tracking system for critical contract milestones, including automatic alerts for renewal deadlines, expiration dates, and key performance indicators (KPIs) or deliverables
• Develop, recommend, and enforce organizational policies, procedures, and best practices for contract initiation, review, and approval to ensure consistent application of standards organization-wide.
• Lead the comprehensive contract approval process through appropriate engagement with Executive Leadership, Directors, and relevant internal departments (e.g., Finance, Operations) to ensure successful contract execution and management.

Risk Management and Compliance Support

• Provide strategic oversight and direction to the ASI Safety and Risk Officer who is responsible for administering the organization's total insurance portfolio, including commercial general liability, property, auto, and specialized coverages.
• Ensure the organization's adherence to all insurance requirements related to internal programs (e.g., CSURMA, as applicable) and external vendor/partner agreements. Oversee the preparation of all required internal and external insurance-related reports.
• Direct and enforce the strict process for verifying and tracking Certificates of Insurance (COIs) from all organizational vendors, contractors, and partners, ensuring compliance with contractual and organizational risk management minimums.
• Work in close partnership with the Safety and Risk Officer to align contract and insurance practices with the organization's overall risk mitigation strategy, including coordinating incident reporting and claims processing
• Support the maintenance of risk management documentation, training materials, and emergency supplies records.
• Assist with the coordination of safety and emergency training sessions and documentation of facility safety inspections.
• Help with documentation related to employee work safety programs.
• Support the coordinator in maintaining business contracts, insurance documentation, and data within risk management systems.

Program Oversight

• Assists staff in the administration of ASI Scholarships and Research Grants.
• Assists in marketing planning, application review, processing and committee administration for scholarships and research grants.
• Assists in collaboration with stakeholders and campus partners, and compliance with regulatory requirements and related policies and procedures.
• Assist in coordination of application process, review, and awards process with the ASI Board of Directors and campus partners (e.g. CSUF Financial Aid, Student Business Services, etc.)

ASWI Project Coordination

• Provide significant administrative support to the COO for the ASI Student Wellness Initiative (ASWI).
• Coordinate support with the Wellness Director and ASI Project Manager to facilitate the planning process for the ASWI.

Document & Records Management

• Coordinate the maintenance of corporate records and archives, ensuring strict compliance with California Nonprofit Corporate code and internal document retention policies.
• Facilitate the coordination of records management, retention, and disposal processes, collaborating closely with the Compliance and Internal Controls Auditor as needed.
• Proactively track action items and ensure diligent follow-up from Board and committee meetings.

Assessment Support

• Support the organization in collecting, analyzing, and reporting data, as well as documenting assessment findings for programs, services, and facilities.
• Assist with the coordination of assessment activities with student-managed programs.
• Help in preparing annual program assessment reports and other assessment-related documentation.

Supervisory Duties

Directly Supervises: Safety and Risk Officer, Assessment Graduate Assistant

This role has the authority to perform or effectively recommend hiring, terminating, assigning work, rewarding/disciplining, directing employees, adjusting grievances, and managing time off for supervised employees.

Minimum Education and Experience Requirements

• Bachelor's degree in Business Administration, Public Administration, or a related field.
• Minimum of 3-5 years of progressively responsible administrative or executive support experience

Preferred Education and Experience Requirements

• Experience within a non-profit, educational, or auxiliary organization preferred.

Knowledge, Skills, and Abilities

Contract & Risk Management: Contract lifecycle management, risk & insurance proficiency, compliance & policy enforcement.

Executive Administration & Communication: Advanced written communication, executive coordination, discretion & confidentiality.

Project & Operations Management: Complex project management, data & assessment, technical proficiency.

Additional Requirements

Work Environment: Primarily office setting, occasional indoor/outdoor, stakeholder interaction, off-campus/after-hours events.

Physical Requirements: Sitting/standing extended periods, walking, lifting up to 30lbs, dexterity, visual/auditory acuity.

Special Requirements: Background check, driver's license, Mandatory Reporter.

Benefits

Comprehensive package including time off, health coverage, financial security, retirement, professional development, wellness perks, EAP.