Executive Assistant

Associated Students, Inc.

San Luis Obispo (CA)

On-site

USD 88,000 - 141,000

Full time

10 days ago

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Benefits offered by this job

Medical Insurance

Dental Insurance

Vision Insurance

Life Insurance

Long Term Disability Insurance

CalPERS

Paid Holidays

Vacation Time

Sick Leave

Personal Holiday

Birthday Holiday

Workers’ Compensation Insurance

Unemployment Insurance

Job summary

Associated Students, Inc. seeks an Executive Assistant to provide strategic administrative support to the Executive Director at Cal Poly, San Luis Obispo.

The role requires handling confidential matters with diplomacy, coordinating complex schedules, and advancing priority projects in a fast-paced environment. Responsibilities include executive communications, meeting preparation, travel coordination, and producing briefing materials for boards and leadership retreats, while ensuring alignment

Qualifications

Bachelor’s degree required; 8 years of applicable experience may substitute for education.
Minimum 3 years of executive support experience; 5 years preferred.
Experience in a college or university setting is preferred.

Responsibilities

Strategically manage the Executive Director’s calendar and coordinate in-person and remote meetings.
Coordinate travel plans for the Executive Director.
Act as liaison with external entities on behalf of the Executive Director.
Lead planning and follow-through for ASI Management meetings and leadership events; develop agendas and materials; track actions.

Skills

Project management

Executive communication

Calendar management

Travel coordination

Stakeholder liaison

Discretion & diplomacy

Data synthesis

Team collaboration

Attention to detail

Microsoft Office

SharePoint

Budget awareness

Education

Bachelor’s degree (4-year college)

Tools

Microsoft Office suite

SharePoint

Project management tools

Job description

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 options, and developing recommended action plans for Executive Director consideration.
Develop executive communications, including correspondence, executive summaries, briefing materials, speeches, talking points, reports, and other written materials that accurately reflect the Executive Director’s voice, priorities, and strategic direction.
Design and develop professional presentations for the Executive Director, including Board meetings, leadership retreats, campus meetings, and public speaking engagements.
Create confidential payment requests for all legal charges.
Collect, review, and consolidate data from staff reports to create routine reports to the Vice President for Strategic Enrollment Management and Student Affairs.
Attend and represent the Executive Director and/or ASI in meetings as designated by the Executive Director and within delegated authority.

Project Management

Provide ongoing development and maintenance of ASI archives.
Coordinate and advance initiatives led by the Executive Director by facilitating cross-functional collaboration, clarifying objectives and responsibilities, and supporting implementation.
Manage the Executive Director’s action and milestone tracking system for initiatives and priorities led by the Executive Director. Establish implementation plans; maintain clear ownership, timelines, dependencies, and status updates; facilitate regular progress reviews; proactively identify barriers; and provide the Executive Director updates on progress, risks, resource needs, and recommended next steps.
Prepare the Executive Director for meetings, communications, and engagements by developing timely briefing materials that summarize context, stakeholder perspectives, key issues, recommended approach, decision points, and required follow-up.
Coordinate approved amendments to ASI Policy and Procedure statements and maintain the ASI Policy Manual.
Oversee maintenance of various ongoing organization-wide policies, procedures, and initiatives.

Other Duties & Responsibilities

The person holding this position is considered a "mandated reporter" under the California Child Abuse and Neglect Reporting Act and is required to comply with the requirements set forth in ASI policy as a condition of their employment.
Other duties as assigned.

Background Check

Satisfactory completion of a background check (including a criminal records check) is required for employment. ASI will make a conditional offer of employment, which may be rescinded if the background check reveals disqualifying information, and/or it is discovered that the candidate knowingly withheld or falsified information. Failure to satisfactorily complete the background check may affect the continued employment of a current ASI employee who was conditionally offered the position.

Benefits

Salary Schedule