California State University, Office of the Chancellor
Executive and Operations Assistant
California State University, Office of the Chancellor, Long Beach, California, us, 90899
Executive and Operations Assistant
Location: Chancellor's Office, Long Beach, California (in-person 3 days, telecommuting 2 days)
Job Type: Staff – Full Time – Confidential Administrative Support II
Salary: Up to $85,356 per year, commensurate with qualifications and experience.
About the Role: Provide professional organizational and administrative confidential support to the Vice Chancellor for Academic Affairs (VCAA) and Division of Academic Affairs (DAA) leadership team. Serve as the first point of contact for the division, manage calendars, coordinate meetings, handle travel, and support special projects.
Responsibilities
Provide confidential executive-level administrative support to the VCAA, including managing schedules, handling inquiries, coordinating meetings, travel arrangements, and serving as primary contact for administrative staff matters.
Monitor and resolve scheduling conflicts, create master schedules for VCAA and DAA staff meetings, and conduct conference calls and virtual appointments.
Arrange travel in accordance with CSU travel policies, process approvals, claims, and reimbursements, and prepare itineraries and materials.
Maintain high confidentiality in handling sensitive information and interactions with internal/external constituents.
Consult with the VCAA on progress of assignments and resolution of student, faculty, and employee issues; handle sensitive documents such as collective bargaining and performance evaluations.
Support the coordination of projects and initiatives across the Office of the Vice Chancellor, including agenda preparation, minute taking, and record keeping.
Reconcile department credit card monthly, process expenditures per CSUCO procurement policies.
Interpret and apply Chancellor’s Office policies and procedures.
Independently manage special projects from start to completion, provide administrative and analytical support, analyze data, and prepare reports for decision‑making.
Coordinate cross‑unit collaborations, maintain contact lists, and distribute communications.
Prepare technical correspondence, spreadsheets, and PowerPoint presentations; edit and proofread documents for distribution.
Support special events, project convenings, agendas, logistics, and meeting minutes.
Serve on special committees or act as DAA representative as required.
Perform other duties as assigned to support DAA goals.
Qualifications
Bachelor’s degree from an accredited four‑year college or university.
Minimum four years of experience providing executive-level administrative support.
Superior analytical and project‑management skills; proficiency with Microsoft Office Suite, Outlook, Teams, Zoom.
Strong Excel skills – formulas, pivot tables, VLOOKUP.
Excellent written, verbal, interpersonal, and customer‑service skills; ability to work with diverse groups.
Strong organizational skills with high level of confidentiality, accuracy, attention to detail, and timeliness; high tolerance for ambiguity.
Ability to take initiative and use sound judgment in solving problems and prioritizing work in a fast‑paced environment.
Master’s degree or higher (preferred).
Proficiency with People Soft, data visualizations, SharePoint, project‑management software (preferred).
Data and analytics management experience (preferred).
Demonstrated resilience, diplomacy, and conflict‑resolution skills (preferred).
Additional Information Telecommuting: Two days on a week, three days onsite at main headquarters, Long Beach, California.
E‑Verify: This position requires new‑hire employment verification via the E‑Verify program. Applicants must provide proof of legal authorization to work in the United States.
Labor and Equal Employment: Equal employment opportunity is guaranteed under California law. The position is compatible with the Title IX Non‑Discrimination statement available at https://www2.calstate.edu/titleix.
Selection Process: Priority consideration will be given to candidates who apply by December 29, 2025. Applications accepted until the posting is removed.
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Job Type: Staff – Full Time – Confidential Administrative Support II
Salary: Up to $85,356 per year, commensurate with qualifications and experience.
About the Role: Provide professional organizational and administrative confidential support to the Vice Chancellor for Academic Affairs (VCAA) and Division of Academic Affairs (DAA) leadership team. Serve as the first point of contact for the division, manage calendars, coordinate meetings, handle travel, and support special projects.
Responsibilities
Provide confidential executive-level administrative support to the VCAA, including managing schedules, handling inquiries, coordinating meetings, travel arrangements, and serving as primary contact for administrative staff matters.
Monitor and resolve scheduling conflicts, create master schedules for VCAA and DAA staff meetings, and conduct conference calls and virtual appointments.
Arrange travel in accordance with CSU travel policies, process approvals, claims, and reimbursements, and prepare itineraries and materials.
Maintain high confidentiality in handling sensitive information and interactions with internal/external constituents.
Consult with the VCAA on progress of assignments and resolution of student, faculty, and employee issues; handle sensitive documents such as collective bargaining and performance evaluations.
Support the coordination of projects and initiatives across the Office of the Vice Chancellor, including agenda preparation, minute taking, and record keeping.
Reconcile department credit card monthly, process expenditures per CSUCO procurement policies.
Interpret and apply Chancellor’s Office policies and procedures.
Independently manage special projects from start to completion, provide administrative and analytical support, analyze data, and prepare reports for decision‑making.
Coordinate cross‑unit collaborations, maintain contact lists, and distribute communications.
Prepare technical correspondence, spreadsheets, and PowerPoint presentations; edit and proofread documents for distribution.
Support special events, project convenings, agendas, logistics, and meeting minutes.
Serve on special committees or act as DAA representative as required.
Perform other duties as assigned to support DAA goals.
Qualifications
Bachelor’s degree from an accredited four‑year college or university.
Minimum four years of experience providing executive-level administrative support.
Superior analytical and project‑management skills; proficiency with Microsoft Office Suite, Outlook, Teams, Zoom.
Strong Excel skills – formulas, pivot tables, VLOOKUP.
Excellent written, verbal, interpersonal, and customer‑service skills; ability to work with diverse groups.
Strong organizational skills with high level of confidentiality, accuracy, attention to detail, and timeliness; high tolerance for ambiguity.
Ability to take initiative and use sound judgment in solving problems and prioritizing work in a fast‑paced environment.
Master’s degree or higher (preferred).
Proficiency with People Soft, data visualizations, SharePoint, project‑management software (preferred).
Data and analytics management experience (preferred).
Demonstrated resilience, diplomacy, and conflict‑resolution skills (preferred).
Additional Information Telecommuting: Two days on a week, three days onsite at main headquarters, Long Beach, California.
E‑Verify: This position requires new‑hire employment verification via the E‑Verify program. Applicants must provide proof of legal authorization to work in the United States.
Labor and Equal Employment: Equal employment opportunity is guaranteed under California law. The position is compatible with the Title IX Non‑Discrimination statement available at https://www2.calstate.edu/titleix.
Selection Process: Priority consideration will be given to candidates who apply by December 29, 2025. Applications accepted until the posting is removed.
#J-18808-Ljbffr