Executive Assistant to the VP

Executive Assistant to the VP

CSUN strives to be a destination workplace, where everyone understands that they belong to a community that is vital in advancing student success and providing exemplary service to all stakeholders. We foster an environment of success, both for our students and our employees. We have a relentless passion for celebrating diversity, equity, and inclusion as well as being an employer of choice. You will also have the opportunity to realize your own personal goals and be recognized for the work you do, and enjoy the unique value the CSUN community can offer. If this sounds like you, you've come to the right place. Learn more: https://www.csun.edu/about-csun.

Major Duties

Under general supervision, the Executive Assistant to the Vice President supports executive operations through confidential administrative coordination, meeting and calendar support, financial transaction processing, recruitment coordination, front office operations, and Risk Management assistance while contributing to special projects, business continuity efforts, and division-wide administrative services.

• Coordinates and schedules meetings, prepares and compiles meeting materials, and drafts and finalizes correspondence and memoranda.
• Reviews and processes forms and documents requiring executive signature, including confidential materials related to employee relations, collective bargaining, legal matters, and budgetary issues.
• Generates and tracks all requisitions, chargebacks, P-Card purchases, and various financial-related transactions.
• Supports the Risk Management & Insurance department in various tasks such as processing legal holds, vendor certificates of insurance, and various campus insurance needs.
• Provides general front office and administrative support such as reception duties, mail distribution, ordering supplies, and other similar tasks.
• Performs other duties as assigned.

NOTE: To view the full position description, including all of the required qualifications, copy and paste this link into your browser: https://mycsun.box.com/s/kx8f53qgabb6jfjsv3j54fukkmjq3po6

Qualifications

• Equivalent to graduation from an accredited four-year college or university.
• Equivalent to three years of full-time, relevant, progressively administrative experience.

Knowledge, Skills, & Abilities

• Demonstrated knowledge of executive-level administrative operations, including coordinating complex calendars, preparing meeting materials, drafting professional correspondence, and handling confidential information related to employee relations, legal matters, collective bargaining, and budgetary issues with a high degree of discretion and professionalism.
• Strong organizational, communication, and interpersonal skills with the ability to coordinate executive recruitment activities, support candidate communications, manage multiple priorities simultaneously, and maintain accuracy and confidentiality while working in a fast-paced administrative environment.
• Working knowledge of administrative and financial support functions, including travel coordination, calendar maintenance, requisition processing, procurement card transactions, invoice requests, hospitality documentation, and journal entries, with the ability to maintain accuracy and organization across multiple departments and priorities.
• Strong customer service, organizational, and problem-solving skills with the ability to provide front office support, coordinate special projects, provide direction to student assistants, maintain office operations, and effectively communicate with campus partners in a professional and service-oriented manner.