Job Summary

The Executive Assistant serves as a key partner to the Vice President and Associate Vice Presidents of University Relations & Development providing high-level administrative and strategic support to this group. This role manages complex calendars, organizes events and meetings with major donors and institutional leaders, and independently coordinates donor visits and outreach. Serving as a strategic liaison, the Executive Assistant ensures effective communication and coordination between the campus President, URD VP, university leadership, URD teams, and external partners. The role also co-manages donor relations for the Long Beach State Foundation Board, helping to advance key organizational goals.

Key Responsibilities

• Assumes responsibility for the success of high-level meetings, travel, and events for the URD Vice President and Associate Vice Presidents, ensuring efficient scheduling of meetings with major donors, board members, and institutional leaders. Balances competing priorities and proactively identifies opportunities for strategic engagement. Creates presentations and written communications for events and meetings. 
• Independently arranges in-person meetings with donors and prospects, including conducting outreach and making calls to university supporters. Develops written correspondence and presentation materials for donor interface. Professionally represents the VP in scheduling and confirming appointments with individual, corporate, and foundation donors to support relationship development and advancement goals.
• Co-manages donor relations for the Long Beach State Foundation Board. Leads high-impact special projects and strategic initiatives on behalf of the campus President, URD VP, managing timelines, stakeholder coordination, and successful execution from start to finish.
• Facilitates collaboration among divisional coordinators, partners with the Division Administrative Coordinator to support daily suite operations, ensuring front-office coverage and professional reception, including greeting guests and managing calls as needed.

Knowledge Skills and Abilities

The ideal candidate demonstrates exceptional communication skills, engaging professionally with diverse stakeholders including senior leadership, major donors, and external partners both verbally and in writing. They are highly proficient in drafting, editing, and proofreading strategic documents, ensuring consistency in tone, branding, and messaging. With strong organizational and time management abilities, they can independently prioritize competing demands and manage complex calendars. Their attention to detail ensures consistently accurate, error-free work, while their discretion allows them to handle sensitive information with confidentiality. They possess excellent interpersonal skills, navigating relationships and sensitive situations with diplomacy and tact. A proactive problem-solver, they anticipate challenges, resolve conflicts, and streamline workflows with minimal supervision. Technically adept, they utilize Microsoft Office Suite, calendar tools, virtual platforms, and other productivity software to optimize operations. Their analytical capabilities support research, data synthesis, and the creation of executive-level reports that inform strategic decisions. They bring project management expertise, confidently leading initiatives and coordinating cross-functional teams to deliver results. Additionally, they interpret and apply organizational policies to maintain compliance and operational integrity, troubleshoot administrative issues effectively, and foster collaboration across departments and external partners.

Ability to communicate with an ethnically and culturally diverse campus community.  Ability to follow all university policies, procedures, and guidelines including but not limited to safety, civility, information security, and non-discrimination policies and procedures.  Ability to contribute to a positive university experience for each and every student and assist in achieving the university's commitment to a "vision of excellence."

Education and Experience

• Equivalent to a bachelor's degree in a related field and four years of of related experience required.

• Five years of administrative support experience preferred.

Physical Summary

• Light work - Job involves some lifting of medium weight objects (10-20 pounds) and/or 10% - 20% of the job involves standing or walking.

Department

University Relations & Development

Classification

Administrative Analyst/Specialist - Exempt II/Executive Assistant III

Effective 10/1/2025, a new salary step structure and job classifications will be implemented under the CSU-CSUEU Agreement. Job duties will remain unchanged; however, this position may be assigned to a new classification with an updated salary range. Employees will be notified of any changes. For more information, please visit the CSUEU FAQ on Job Classifications and Steps Implementation.

Compensation

Salary placement is determined by the education, experience, and qualifications the candidate brings to the position, internal equity, and the hiring department’s fiscal resources.

CSU Classification Salary Range: The CSU Classification Salary Range for this position is $5,537 - $10,014 per month.

Time Base

1.0 time-base, 40 hours per week.

Duration of Appointment

This is a temporary position for 1 year with no permanent status granted. Temporary assignments may expire prior to the ending date.

Benefits

Excellent benefits through CalPERS (health, vision, dental), tuition fee waiver, generous vacation and sick leave, and 14 paid holidays each year.

How to Apply

Another Source has been retained for this search. To ensure your application is received please apply directly through Another Source candidate portal by clicking here.

Additional Information

A background check (including a criminal records check) must be completed satisfactorily and is required for employment. CSULB 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.

CSULB is not a sponsoring agency for staff and management positions (i.e. H-1B Visas).

California State University Long Beach expects respectful, professional behavior from its employees in all situations. Acts of harassment or abusive conduct are prohibited. Demonstrated appropriate professional behavior, treating others with civility and respect, and refusing to tolerate abusive conduct is expected of all employees.

Equal Employment Statement

Consistent with California law and federal civil rights laws, CSULB provides equal opportunity in employment without unlawful discrimination or preferential treatment based on race, sex, color, ethnicity, national origin, or other protected status. CSULB 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.

Accommodations

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 StaffHR-Accommodations@csulb.edu.

Out of State Employment Policy

California State University, Long Beach, 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 CSU Out-of-State Employment Policy prohibits the hiring of employees to perform CSU-related work outside the state of California.