Presidential Aide

Type of Appointment: Full Time, Probationary

Job Classification: Confidential Administrative Support II

Anticipated Hiring Range: $7,916 - $9,583 per month

Work Schedule: Monday - Friday 8:00am - 5:00pm


THE DEPARTMENT:

The President is the Chief Executive Officer of the University and is responsible for all operational and strategic aspects of the University, including student recruitment, retention, and graduation, academic policies and programs; state and non-state operating budgets; personnel policies and procedures; external outreach, collaboration and fund raising. The Presidential Aide provides executive support to the President in fulfilling responsibilities, promoting institutional objectives, and facilitating the achievement of the goals established in the University's strategic plan.

DUTIES AND RESPONSIBILITIES:

Daily Preparation, Briefings, and Executive Office Support:

• Develop and maintain a daily run-of-day (ROD) for the President, including key objectives, contacts, locations, timing, and critical context for each engagement.
• Coordinate briefing materials (background, talking points, bios, prior correspondence, and decision memos) with cabinet members, staff, and subject-matter experts.
• Ensure materials are accurate, well-organized, and delivered in a timely manner; follow up on missing information and clarify any inconsistencies. 
• Anticipate needs, remove administrative barriers, and ensure the President is set up for success across engagements and deliverables.
• Track key outcomes, commitments, and follow-ups from meetings and events; route action items to appropriate owners and monitor completion as requested.
• Coordinate office operations, including support for special events, visitors, and cross-functional projects as assigned.
• Handle sensitive and confidential information with discretion; use sound judgment in decision-making and escalation.
• Provide support for other executive office functions as required and help foster a collaborative, service-focused team environment.

Executive Communications and Office Coordination:

• Coordinate executive correspondence and communications by partnering with the director of executive communications, including intake requests, gathering background, routing drafts for review/approval, and ensuring final materials are accurate, timely, and aligned with the President’s voice and priorities.
• Manage incoming communications: triage, route, and track items; coordinate recommended responses and maintain a reliable follow-up system with clear ownership and deadlines.
• Coordinate closely with the director of executive communications and other members of Strategic Communications, Government and External Affairs, University Advancement, and other offices to align messaging, review cycles, approvals, and schedules for presidential communications and public-facing deliverables.
• Represent the Office of the President with a high level of professionalism and discretion in interactions with internal and external stakeholders.

Travel Planning and Expense Support:

• Coordinate travel logistics, including itineraries, transportation, lodging, ground transfers, security/protocol considerations, and contingencies for schedule changes.
• Prepare comprehensive travel packets (itinerary, contact list, maps, event details, briefings, and required documentation). 
• Support travel-related documentation and reimbursements in alignment with CSU and Cal Poly Pomona policies and required approvals; organize receipts and records as needed.
• Coordinate with hosts and event organizers to confirm timing, protocol, speaking roles, and onsite requirements.
• Coordinate with the administrative operations specialist to ensure prompt submission of travel expense claims.

Records Maintenance and Administrative Systems:

• Maintain accurate, well-organized electronic and physical records for the Office of the President, including correspondence, schedules, approvals, and reference materials.
• Establish and follow records retention, confidentiality, and access practices consistent with university requirements.
• Track and manage documents requiring review/signature; confirm completeness and obtain necessary supporting materials. 
• Maintain office administrative systems (contact databases, distribution lists, filing conventions, shared calendars) to ensure continuity and reliability.

QUALIFICATIONS:

• Bachelor's Degree - Bachelor’s degree or equivalent combination of education and relevant experience.
• Driver License, Valid and in State
• Minimum of fi