Strategic Executive Operations Specialist

California State University; Pomona (CA); On-site; USD 52,000 - 125,000; Full time

Job summary

Cal Poly Pomona is seeking an Executive Operations and Project Specialist to provide comprehensive executive administrative support to the President’s Office and oversee cross-functional projects. The role includes coordinating budgets, payroll processes, and travel arrangements, while supervising student staff and ensuring smooth office operations.

Responsibilities span management of communications, scheduling, event coordination, and liaison with campus partners.

Qualifications

• Bachelor's Degree or equivalent relevant experience.
• Valid CA driver's license and insurance.
• Minimum of 5 years of executive administrative support experience.
• Ability to manage complex scheduling with competing priorities.
• Excellent written and verbal communication skills.
• High discretion handling confidential information.
• Strong organizational and interpersonal skills.
• Ability to work with minimal supervision and as part of a team.

Responsibilities

• Act as the Office of the President’s primary contact and provide high-quality service to campus and external constituents.
• Manage 25Live reservations for President’s Office conference spaces and train users on MPR technology.
• Handle President’s Office inquiries via phone, email, and walk-ins and route requests via ServiceNow.
• Manage inventory of gifts for campus and external constituents.
• Prepare, revise, print, and mail presidential letters and correspondence.
• Coordinate with University Registrar on student eligibility and Honor List distribution.
• Provide day-to-day lead direction to student assistants and supervise onboarding and training.
• Coordinate recruitment logistics and onboarding for student assistants, in collaboration with Career Center and People & Culture.
• Support office operations including equipment maintenance, hospitality, and building access updates.
• Arrange travel support for faculty athletic representative and Panetta Institute participants.
• Coordinate executive searches and support Talent Acquisition leaders on procedures.

Job description

Cal Poly Pomona is seeking an Executive Operations and Project Specialist to provide comprehensive executive administrative support to the President’s Office and oversee cross-functional projects. The role includes coordinating budgets, payroll processes, and travel arrangements, while supervising student staff and ensuring smooth office operations.

Responsibilities span management of communications, scheduling, event coordination, and liaison with campus partners.