Strategic Executive Assistant to VP & Chief of Staff

Cal Poly Pomona; Pomona (CA); On-site; USD 52,000 - 93,000; Full time

Job summary

Cal Poly Pomona in Pomona, CA, is seeking an Executive Assistant to the Vice President and Chief of Staff to provide executive-level support within the Office of the President. The role focuses on strategic calendar management, meeting coordination, and documentation for senior university leadership.

The successful candidate will prepare briefing packets, coordinate sensitive engagements with Cabinet members, external partners, and public officials, and ensure timely follow-up.

Responsibilities

• Independently manage and strategically prioritize the VP/COS' complex executive calendar; evaluate competing requests, anticipate scheduling conflicts and preparation needs, and recommend adjustments aligned with institutional priorities.
• Plan and coordinate high-level meetings and engagements with Cabinet members, university leaders, public officials, external partners, and community organizations; manage sensitive protocols, logistics, agendas, and timely follow‑up.
• Proactively prepare the VP/COS for executive engagements by developing comprehensive briefing packets, agendas, background analysis, participant profiles, talking points, and relevant correspondence; identify issues requiring advance attention.
• Monitor, organize, and prioritize time-sensitive requests, directives, and communications from the Chancellor's Office and other stakeholders; maintain actionable records of deadlines, responsible parties, and required responses, escalating risks or delays appropriately.
• Draft, edit, and coordinate confidential executive correspondence, memoranda, presentations, and follow‑up communications; ensure accuracy, appropriate tone, consistency, and timely clearance and distribution.
• Research and synthesize university and CSU policies, background documents, and institutional information to prepare concise executive briefings, reports, presentations, and decision‑support materials under the direction of the VP/COS.
• Provide substantive administrative and coordination support to committees, task forces, and working groups

Job description

Cal Poly Pomona in Pomona, CA, is seeking an Executive Assistant to the Vice President and Chief of Staff to provide executive-level support within the Office of the President. The role focuses on strategic calendar management, meeting coordination, and documentation for senior university leadership.

The successful candidate will prepare briefing packets, coordinate sensitive engagements with Cabinet members, external partners, and public officials, and ensure timely follow-up.