Executive Assistant

Cal Poly Associated Students, Inc

San Luis Obispo (CA)

On-site

USD 88,000 - 141,000

Full time

11 hours ago

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Benefits offered by this job

Medical Insurance

Dental Insurance

Vision Insurance

Life Insurance

Long Term Disability Insurance

CalPERS

Social Security (FICA)

Paid State Holidays

Vacation Time

Sick Leave

Personal Holiday

Birthday Holiday

Workers' Compensation Insurance

Unemployment Insurance

Job summary

Cal Poly Associated Students, Inc seeks an Executive Assistant to provide comprehensive executive and strategic administrative support to the ASI Executive Director. The role partners with leadership to manage confidential matters, coordinate strategic initiatives, and develop executive communications and presentations in a fast-paced environment.

Based at Cal Poly, San Luis Obispo, CA, the position requires strong organizational skills, professional diplomacy, and the ability to anticipate

Qualifications

Graduation from a four-year college or university (8 years of applicable experience may be substituted).
Minimum three (3) years of experience, five (5) years preferred, in related roles.
Experience in a college or university setting preferred.
Ability to manage confidential information with discretion.
Exceptional written communication and executive-reporting capabilities.

Responsibilities

Manage Executive Director's calendar aligning commitments with priorities and coordinating meetings.
Coordinate travel plans for Executive Director.
Prepare agendas, materials, and communications for executive meetings; document decisions and follow-ups.
Develop executive communications and presentations reflecting the Director's priorities.
Support budget-related processes and expense management for the Executive Director.

Skills

Project management

Executive communications

Discretion & diplomacy

Meeting scheduling

Cross-functional collaboration

Education

Bachelor's degree

Tools

Microsoft Office

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.

Salary Schedule