Executive Assistant to the Provost & Executive Vice President for Academic Affairs Job no: Work type: Staff
Location: San Luis Obispo
Categories: Confidential, Administrative, Probationary, Full Time, On-site (work in-person at business location)
Job Summary Reporting directly to the special advisor to the provost, the incumbent works in partnership in the coordination of the provost's professional calendar, time management, and projects. The executive assistant is a strategic team member who manages the administrative functions and provides specialized technical, analytical, and administrative duties for the provost and executive vice president while maintaining a high level of executive presence. In conjunction with the Office of the Provost's staff, the executive assistant supports the administrative duties of the office and works closely with staff to coordinate activities that involve the Provost/EVP, university constituents, community leaders, as well as university supporters. In addition, the position provides high-level administrative and executive support for divisional and university level projects, strategic initiatives, taskforces, and committees. This position will have ongoing contact with office of the president, vice presidents, vice provosts, associate provosts, deans, other university administrators and committees, and the Chancellor's Office, in addition to students, faculty, staff, service providers, and the public.
Work is specialized and of a sensitive and confidential nature requiring access to a variety of sources of information, including but not limited to, official collective bargaining negotiations or strategies, executive personnel matters, Civil Rights & Compliance Office investigations, legal matters, and progress reports of campus programs and projects. Since the work assignment affects the overall management of the Academic Affairs division, this position requires the full awareness of the provost and executive vice president's priorities and in-depth knowledge of the functions of academic affairs leadership as related to overall campus environment.
Department Summary The provost and executive vice president (provost/EVP) for Academic Affairs is the chief academic officer of the university, is the most senior among the vice presidents, and reports directly to the president. The provost/EVP serves as acting president in the absence of the president. As the highest ranking academic, the provost/EVP is responsible for developing and implementing academic plans and policies, which will enable the university community to achieve the highest levels of academic excellence. The provost/EVP serves on the President's Cabinet and works collaboratively with the leaders of other university divisions to promote academic excellence, execute the university strategic plan, and determine where resources should be strategically allocated and invested. The college deans, Academic Affairs' division leadership including Cal Poly Solano campus and Cal Poly Maritime Academy leadership, the Office of Research, Graduate Education, Extended Professional and Continuing Education and Robert E. Kennedy Library report to the provost/EVP. The provost/EVP also represents the campus within the CSU and to external constituencies as designated by the president. The Office of the Provost staff supports the vision of the provost/EVP, the university, and the Learn by Doing experience.
Key Qualifications - Independently assess requests and provide a full range of executive administrative support and coordination to provost/EVP including, but not limited to: handling sensitive information; sourcing information; preparing and assembling briefing and meeting background materials; drafting correspondence; providing project summaries, overviews and recommendations for future plans of action; interpreting policies and procedures as necessary; meeting documentation; travel coordination; and calendar management and scheduling.
- Provide high-level administrative and executive support for divisional and university level projects, strategic initiatives, taskforces, workforces, and committees. Manage the coordination of special projects and initiatives including request for proposals, event planning, synthesizing information, and logistics coordination.
- Oversee the planning and coordination of provost-sponsored events, including event development, venue selection, and logistical arrangements; invitation and attendee management; coordination of meeting event handouts, gifts, and supplies requirements; technology requirements; food and beverage selection; travel arrangements and logistics for facilitators and attendees; negotiations of venue proposals and expenses; on-site or day-of supervision; and event follow-up. Provide support for Office of the Provost hosted recruitments and meetings including room reservations, email and calendar invitations, restaurant and hotel reservations, food and beverage orders and meal setup and take-down, and back up support to team members for meeting support as appropriate.
- Coordinate all elements of the provost/EVP's calendar including monitoring and reviewing meeting requests, resolving scheduling conflicts, establishing appointment priorities, scheduling appointments, and preparing daily schedules. Schedule meetings on behalf of and for the provost/EVP by strategically prioritizing time. Provide information and materials for the provost/EVP to participate in both planned and impromptu meetings, phone calls, university communications, and events. Strategize with the special advisor to ensure the provost/EVP's strategic goals are in alignment with the calendar and time management and in support of the provost/EVP's priorities and initiatives.
Education and Experience - Equivalent to graduation from a four-year college or university and three years of progressively responsible administrative experience. A graduate degree may be substituted for one year of the required experience. Additional qualifying experience may be substituted for the required education on a year-for-year basis.
Licenses, Certificates, Credentials:
- Driver's License by date of hire
Salary and Benefits Anticipated Hiring Range: $80,000 - $95,000 per year
Classification Range: $56,244 - $134,676 per year
Factors in determining the appropriate compensation for a role include experience, skills, knowledge, abilities, education, licensure and certifications, and other business and organizational needs. The Anticipated Hiring Range referenced in the job posting is the budgeted salary or hourly range that the University reasonably expects to pay for this position. The Classification Range may be broader than what the University anticipates paying for this position, based on internal equity, budget, and collective bargaining agreements (when applicable).
Cal Poly offers a best-in-class benefits program, including health, dental and vision insurance, retirement participation in the Public Employees' Retirement System, and educational benefits for eligible employees. See our benefits website for additional information.
Cal Poly Cal Poly is a nationally-ranked public university located in San Luis Obispo, California, and known for its Learn by Doing philosophy. Each year more than 20,000 top-tier students come to San Luis Obispo to put knowledge into action, taking their learning outside the classroom as they prepare for careers in engineering, agriculture, science, business, humanities and the built environment. Cal Poly's hands-on philosophy, small class sizes and close student-faculty mentorships result in graduates ready from day one to impact their communities, California and the world. For more information, visit calpoly.edu.
Equal Opportunity and Excellence in Education and Employment This position is open and available to all regardless of race, sex, color, ethnicity or national origin. Consistent with California law and federal civil rights laws, Cal Poly provides equal opportunity in education and employment without unlawful discrimination or preferential treatment based on race, sex, color, ethnicity, or national origin. Our commitment to equal opportunity means ensuring that every student and employee has access to the resources and support they need to thrive and succeed in a university environment and in their communities. Cal Poly complies with Title VI of the Civil Rights Act of 1964, Title IX of the Education Amendments of 1972, the Americans with Disabilities Act (ADA), Section 504 of the Rehabilitation Act, the California Equity in Higher Education Act, California's Proposition 209 (Art. I, Section 31 of the California Constitution), other applicable state and federal anti-discrimination laws, and CSU's Nondiscrimination Policy. We prohibit discriminatory preferential treatment, segregation based on race or any other protected status, and all forms of discrimination, harassment, and retaliation in all university programs, policies, and practices.
Cal Poly is a diverse community of individuals who represent many perspectives, beliefs and identities, committed to fostering an inclusive, respectful, and intellectually vibrant environment. We cultivate a culture of open dialogue, mutual respect, and belonging to support educational excellence and student success. Through academic programs, student organizations and activities, faculty initiatives, and community partnerships, we encourage meaningful engagement with diverse perspectives. As a higher education institution, we are dedicated to advancing knowledge and empowering individuals to reach their full potential by prioritizing inclusive curriculum development, faculty and staff training, student mentorship, and comprehensive support programs. At Cal Poly, excellence is built on merit, talent, diversity, accessibility, and equal opportunity for all.
Supplemental Information Satisfactory completion of a background check (including a criminal records check) is required for employment. Cal Poly 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. Current employees who are offered positions on campus will be required to undergo a background check for any position where a background check is required by law or that Cal Poly has designated as sensitive. Failure to satisfactorily complete the background check may affect the continued employment of a current CSU employee who was conditionally offered the position.
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.
Cal Poly, San Luis Obispo is not a sponsoring agency for staff or management positions. Applicants for staff and management positions must be authorized to work for any employer in the U.S. We are unable to sponsor or take over sponsorship of an employment Visa at this time.
Positions are posted for a minimum of 14 calendar days. Advertised: Sep Pacific Daylight Time
Applications close: Whatsapp Facebook LinkedIn Email App
