Executive and Operations Assistant

providing access to higher education. We are currently seeking experienced candidates for the position of Executive and Operations 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 $85,356 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 and Operations Assistant to provide professional organizational and administrative confidential support to the VCAA, who is the Chief Academic Officer for the California State University, and to other members of the Division of Academic Affairs (DAA) leadership team. The EOA serves as the first point of contact for the division and for internal and external constituents on all matters related to the Division. This position performs a wide range of administrative responsibilities, many of which are highly sensitive and confidential in nature, including directing key administrative operations, coordinating, scheduling, maintaining confidential communications and information, and managing or leading special projects for DAA. The EOA is a high-visibility team member who must have a sharp awareness of division priorities and a strong understanding of the division functions in relation to other units within the Chancellor's Office, Board of Trustees, CSU institutions and external partners. This position requires autonomy, judgment and decision making, problem solving, and independent work. The work environment is dynamic and fast-paced, and the incumbent must effectively manage competing priorities by evaluating and setting work goals and actions. Assignments are often general in scope and require considerable initiative, self-motivation, and critical assessment to carry out and complete work independently. This is an exciting time with a new strategic plan CSU Forward, a new student success framework, and other emerging opportunities. 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 Vice Chancellor for Academic Affairs, Chief Academic Officer, the Executive and Operations Assistant will perform duties as outlined below: Executive Administrative and Operations Support Provide confidential executive-level administrative support to the VCAA -- including, but not limited to managing, prioritizing, and addressing inquiries to the VCAA from internal/external constituencies; leveraging the VCAA's office team by deploying internal/external inquiries to the appropriate team member; scheduling appointments and managing the VCAA's and Division-wide calendars; coordinating meeting arrangements; managing phone and email inquiries on behalf of the VCAA; managing travel arrangements, and; serving as the primary point of contact for administrative staff matters. Monitor and review meeting requests, resolve scheduling conflicts, establish appointment priorities, create master schedule for VCAA and DAA staff meetings. Make conference calls and virtual appointments. Arrange and confirm travel in adherence to the CSU travel policies and procedures; prepare and process travel approvals and claims, track reimbursements, prepare itineraries, and provide meeting materials, maps etc. Maintain high confidentiality in handling sensitive information and interactions with internal/external constituents. Exercise professionalism and collegiality with all constituents, with the appropriate amount of speed and professional discretion. Consult with the VCAA concerning progress on assignments and resolution to student, faculty, and employee issues. Handle sensitive materials such as collective bargaining documents, labor practices, CO personnel materials, and performance evaluations. Serve as key member of the VCAA and DAA support team ensuring the smooth administration of office operations, including DAA meetings and events, and support the onboarding of CSU leaders. Support the coordination of projects and initiatives across the Office of the Vice Chancellor. Prepare agenda, take minutes and maintain records for Academic Affairs Leadership Council. Schedule the use of the DAA conference rooms and offices. Maintain essential records and files. Monthly reconciliation of the department credit card. Process expenditures consistent with applicable CSUCO procurement policies and procedures. Interpret and apply Chancellor's Office wide operating policies and procedures. Project Management Independently manage assigned special projects from start through completion. Attend and participate in meetings and/or college events as related to assigned project responsibilities. Coordinate workflow and follow up to ensure project progress and completion, review and follow up on deliverables, and document project progress as necessary. Lead and provide administrative and analytical support for special projects related to DAA and Chancellor Office operations. Independently collect data from internal/external sources, manipulate/analyze large sets of data and prepare spreadsheets/reports to support Division and Chancellor office decision-making. Design and coordinate action plans to achieve strategic goals and objectives of the DAA and VCAA. Support the tracking, coordination of projects and initiatives within DAA and across other units. Collaboration with Key DAA leadership and Other Chancellor Office Teams Establish strong liaisons and coordinate activities with the various divisions that relate to assigned responsibilities. Work collaboratively, and as a team member, within DAA office and across CSUCO units and beyond (e.g., external associations and groups involving the VCAA). Communications Support Prepare technically sound, accurate and timely correspondence, spreadsheets, and PowerPoint presentations. Regularly engage with the Assistant Director of Academic Affairs communications to ensure scripts, background materials, and talking points are prepared for speaking engagements and other formal events. Write and/or edit high quality communications, letters, memos, presentations, reports, many of a highly sensitive and confidential nature. Work collaboratively with CSUCO Communications with research, preparation and proofreading of briefings, correspondence, reports for the VCAA. Ensure quality control and approve draft documents for distribution and signature. Maintain up to date internal/external contact lists, including listservs of division staff, and campus presidents, provosts and other groups. Coordinate distribution of division wide or other group emails and develop communications relevant to current and long-term projects and initiatives. Meeting and Event Support Support special events, and project convenings for the VCAA, develop agendas, manage logistics, and prepare and distribute materials. Attend on and off-site meetings, as needed. Prepare minutes and meeting notes as needed and handle requisitions, reimbursements, business meal forms and other inter-office documents in accordance to the CSU hospitality policy. Other Duties May serve on special committees, or act as DAA representative. Perform other duties as assigned in support of DAA goals. Qualifications This position requires: A bachelor's degree from an accredited four-year college or university. Minimum of four years of experience providing administrative support to an executive. Superior analytical and project management skills. Superior proficiency with Microsoft Office Suite, Outlook Mail, Microsoft Teams, Zoom and the ability to quickly learn new applications. Strong Excel skills – formulas, pivot tables, VLOOKUPs Strong written, verbal, interpersonal, and customer service skills. Ability to work with a diverse group of individuals in a multicultural environment, including employees at all levels within the university system, trustees, local and state agencies, students and more. Strong organizational skills with high level of confidentiality, accuracy, attention to detail, and timeliness. Must be able to exercise judgment when handling sensitive and confidential information. High tolerance for ambiguity. Ability to take initiative and use sound judgment in solving problems, developing solutions and prioritizing work, in the context of fast paced environment and competing demands. Preferred Qualifications Master's degree or higher. Ability to gain a firm understanding of academic organizations within the University as well as policies and procedures applicable to institutions of higher education. Proficiency with tools such as People Soft, data visualizations, SharePoint, project management software. Data and analytics management and use. Demonstrated resilience, diplomacy, problem-solving, and conflict resolution skills in a variety of situations, including across departments and with external partners. Maintain effective and cooperative working relationships. Application Period Priority consideration will be given to candidates who apply by December 29, 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. Apply Here