Executive Assistant (Executive Assistant II), University Advancement - Office of Government, Tribal, and Community Relations (OGTCR)

California State University, San Bernardino

Job no: 558281
Work type: Staff
Location: Southern California|San Bernardino - San Bernardino Campus
Categories: Bargaining Unit|Unit 9 - CSUEU - Technical Support Services,Job Search Category/Discipline|Administrative,Appointment Type|Probationary,Time Basis|Full Time,Workplace Type (Exclude Inst Fac)|On-site (work in-person at business location)

The professional provides essential coordination of the activities, programs, reports, and services provided to the University through the Office of Government, Tribal and Community Relations by applying acquired executive assistant job skills, and knowledge of university policies and procedures to complete significant assignments, projects,and tasks of moderate technical scope and complexity . Drawing from prior experience and knowledge of executive administration and project management to exercise judgment while ensuring the efficient operation of the executive's office. Supporting the executive in a variety of tasks, such as drafting documents and memos to support strategic plans and programs; conducting research and analysis of confidential information to support college personnel and student planning; planning and coordinating meetings and events; managing projects; and facilitating effective communication with internal and external stakeholders. The executive office is crucial in generating political advocacy, philanthropic funding, and community support for CSUSB.

Job Summary:

The professional provides essential coordination of the activities, programs, reports, and services provided to the University through the Office of Government, Tribal and Community Relations by applying acquired executive assistant job skills, and knowledge of university policies and procedures to complete significant assignments, projects,and tasks of moderate technical scope and complexity . Drawing from prior experience and knowledge of executive administration and project management to exercise judgment while ensuring the efficient operation of the executive's office. Supporting the executive in a variety of tasks, such as drafting documents and memos to support strategic plans and programs; conducting research and analysis of confidential information to support college personnel and student planning; planning and coordinating meetings and events; managing projects; and facilitating effective communication with internal and external stakeholders. The executive office is crucial in generating political advocacy, philanthropic funding, and community support for CSUSB.

Responsibilities:

Office Operations

• Executive Support: Independently provides comprehensive executive support to the AVP and Director, including complex calendar coordination; prioritizing appointments, meetings, travel planning and documentation; as well as facilitation of executive logistics and follow-up actions ensuring timely follow-through on action items and deliverables.
• Leadership Communications & Meeting Support: Prepares and coordinates briefing materials, reports, and correspondence for meetings and stakeholder engagements; liaises with the Office of the Vice President for required submissions.
• Office Operations: Coordinates daily office operations to ensure efficient workflow, professional visitor services, and timely inquiry response; manages correspondence flow, supplies, subscriptions, and operational systems.
• Interprets and applies department operating policies and protocols, including those related to visiting trustees, elected officials, and dignitaries.
• Monitors and analyzes department budget; reconciles Procard and PhilCard expenses.
• Maintains and updates office procedures manual; recommends process improvements.
• Provides updates to leadership on operational concerns, intern hiring matters, and budgetary issues with recommended solutions.
• Serves as HR liaison for recruitment and onboarding processes.

Administration

• Conducts research and maintains databases of federal, state, and local elected officials, as well as community and industry leaders.
• Assists with development and dissemination of communications to elected officials and key stakeholders.
• Project & Tracking Cordination: Maintains structured tracking systems for division initiatives and ensures milestone completion and deadline adherence.

Special Events and Meetings

• Plans and executes large- and small-scale events, including trustee visits, legislative hearings, advocacy days, and dignitary engagements.
• Manages invitation lists, RSVPs, venues, technology, catering, parking, materials, presentation support, communications, and expense tracking.
• Ensures compliance with institutional protocols for high-level events and external engagements.

Performs other duties as assigned consistent with the Executive Assistant II classification to support executive operations and ensure continuity of the office. Provides back-up support for key executive functions during peak periods, major events, staff absences, and urgent priorities, ensuring timely coordination of projects, meetings, and communications in compliance with CSU and University policies and procedures.

Minimum Qualifications:

• Equivalent to a bachelor's degree in a related field
• Two years of relevant experience. Additional experience which demonstrates acquired and successfully applied knowledge and abilities shown above may be substituted for the required education on a year-for-year basis. An advanced degree in a related field may be substituted for the required experience on a year-for-year basis.

Required Qualifications:

• In addition to Executive Assistant I knowledge and skill requirements, work assignments typically require: Working knowledge of executive-level administrative practices, problems, and methodologies. Strong project planning and organizational skills to plan, organize, and manage multiple projects. Advanced communication and interpersonal skills to work effectively in a diverse environment and advise managers, staff, and faculty regarding policies and procedures. Strong analytical skills in order to evaluate and interpret data to develop sound conclusions and recommendations. Ability to work independently, exercise judgment, and make decisions in a fast-paced and dynamic environment. Strong skills in leading, training, and mentoring administrative staff.

Preferred Qualifications:

• Experience working with elected officials, senior executives and/or community organizations.
• Knowledge of budget and travel policies and processes.
• Experience working in large organizations.
  
  

Compensation and Benefits:

The salary offered will take into account internal equity and experience among other factors.



Initial salary step placement will be Step 1 - $5,274 per month for qualified candidates.

CSU Classification Salary Step Range: $5,274 - $7,684 per month (Step 1 - Step 20)

The CSU system provides a comprehensive benefit package that includes medical, dental and vision plans, membership in the California Public Employees Retirement System (CalPERS), sick and vacation time, and 15 paid holidays a year. Eligible employees are also able to participate in the fee waiver education program. A summary of benefit information can be found here.

Position Information:

Full-time Exempt Probationary

Academic year schedule: Monday through Friday (8:00 am - 5:00 pm), some evenings/weekends.

Summer schedule: Monday through Thursday (7:00 am - 5:30 pm), some evenings/weekends.



The application deadline is: May 30, 2026

California State University, San Bernardino, as part of the CSU system, is a State of California Employer. As such, the University requires all employees upon date of hire to reside in the State of California. As of January 1, 2022 the https://calstate.policystat.com/policy/10899725/latest/. Click or tap if you trust this link.' href='https://apptrkr.com/get_redirect.php?id=7164130&targetURL=https://nam10.safelinks.protection.outlook.com/?url=https%3A%2F%2Fcalstate.policystat.com%2Fpolicy%2F10899725%2Flatest%2F&data=05%7C02%7CJoseph.Ornelas%40csusb.edu%7C20d6e15faa464cfdbf9308de6380b2de%7Cd73b9eaa07c947c4a6cef13bee0e8117%7C0%7C0%7C639057601570238608%7CUnknown%7CTWFpbGZsb3d8eyJFbXB0eU1hcGkiOnRydWUsIlYiOiIwLjAuMDAwMCIsIlAiOiJXaW4zMiIsIkFOIjoiTWFpbCIsIldUIjoyfQ%3D%3D%7C0%7C%7C%7C&sdata=IvxBluRyw312NQksnVNl1%2BWBcuDAy5fU%2Fu1b4OIn1eE%3D&reserved=0'>CSU Out-of-State Employment Policy prohibits the hiring of employees to perform CSU-related work outside the state of California.

California State University, San Bernardino is not a sponsoring agency for staff or management positions (i.e. H1-B Visas).

CSUSB is not an E-Verify employer and cannot support visa holders with certain requirements (e.g., H1B, F1, STEM OPT).

Education Code 89521 Requirements: Applicants will be required to disclose whether they have received a final administrative decision or final judicial decision determining that they have committed sexual harassment within the last 7 years only after a determination is made that they meet the minimum qualifications for the position, and before an offer of employment is extended. Applicants who reach the final stages of the application process must also sign a release form that authorizes the release of information by the applicant's current and/or former employers to the CSU concerning any substantiated allegations of misconduct.

Conditions of Employment

Background Check

Satisfactory completion of a background check (including a criminal records check) is required for employment. CSU 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 CSU employee who was conditionally offered the position.

Drivers License Check

Possession of a valid Driver's License is required. Employees in this position will be enrolled in the Department of Motor Vehicles (DMV) Government Employer Pull Notice Program which confirms possession of a valid driver's license and reflects driving record.

Mandated Reporter

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 CSU Executive Order 1083 as a condition of employment.

I-9

CSUSB hires only individuals lawfully authorized to work in the United States. In compliance with federal law, all persons hired will be required to verify identity and eligibility to work in the United States and to complete the required employment eligibility verification form upon hire. See Form I-9 Acceptable Documents at https://www.uscis.gov/i-9-central/form-i-9-acceptable-documents.

On Campus Commitment

In our commitment to the furthering of knowledge and fulfilling our educational mission, California State University, San Bernardino seeks a campus climate that welcomes, celebrates, and promotes respect for the entire variety of human experience. We welcome people from all backgrounds, and we seek to include knowledge and values from many cultures in the curriculum and extra-curricular life of the campus community. We will create, promote, and maintain activities and programs that further our understanding of individual and group diversity. We will also develop and communicate policies and promote values that discourage intolerance and discrimination.

California State University, San Bernardino is proud to be an Affirmative Action/Equal Opportunity Employer. We recruit, hire, train, and administer all personnel actions without regard to race, ethnicity, religion, color, caste, national origin, ancestry, age, sex, gender, gender identity, gender expression, sexual orientation, socioeconomic status, genetic information, medical condition, disability, marital status, protected military or veteran status, or any other status protected by applicable law. This position adheres to CSU policies against Sex Discrimination, Sexual Harassment, and Sexual Violence, including Domestic Violence, Dating Violence, and Stalking. This requires completion of Sexual Violence Prevention Training within 6 months of assuming employment and on a two-year basis thereafter. (Executive Order 1096) For more information about Diversity & Inclusion at CSUSB, please visit https://www.csusb.edu/human-resources/diversity-inclusion

Closing Statement:

Reasonable Accommodation

We provide reasonable accommodations to applicants and employees with disabilities. Applicants with questions about access or requiring a reasonable accommodation for any part of the application or hiring process should contact CSUSB Benefits at benefits@csusb.edu.

Smoking

CSUSB is a smoke and tobacco-free campus. See policy at https://calstate.policystat.com/policy/6591951/latest/.

Clery Act

In compliance with state and federal crime awareness and campus security legislation, including The Jeanne Clery Disclosure of Campus Security Policy and Crime Statistics Act, California Education Code section 67380, and the Higher Education Opportunity Act (HEOA), the Cal State San Bernardino Annual Security and Fire Safety Report is available at: https://www.csusb.edu/clery-act

Learn more about working at the California State University and the impact of our mission.


Applications close: Sun, 31 May 2026 06:55:00 GMT

To apply, please visit: https://careers.pageuppeople.com/873/sb/en-us/job/558281









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