Executive Assistant, Legal Operations and Special Projects

Chancellor's Office Statement

Join our team at the California State University, Office of the Chancellor, and make a difference in providing access to higher education. We are currently seeking experienced candidates for the position of Executive Assistant, Legal Operations & Special Projects. The CSU Chancellor's Office, located on the waterfront adjacent to the Aquarium of the Pacific in downtown Long Beach, is the headquarters for the nation's largest and most diverse system of higher education. The CSU Chancellor's Office offers a premium benefit package that includes outstanding vacation, health, and dental plans; a fee waiver education program; membership in the California Public Employees Retirement System (PERS); and 15 paid holidays a year.

Salary

The anticipated salary hiring range is up to $115,440 per year, commensurate with qualifications and experience.

Classification

Confidential Administrative Support II

Position Information

The California State University, Office of the Chancellor, is seeking an Executive Assistant, Legal Operations & Special Projects to be responsible for providing direct executive-level support and serve as a trusted partner to the Executive Vice Chancellor & General Counsel, Associate Vice Chancellor and Deputy General Counsel, and the Assistant Vice Chancellor and Chief of Staff. The Executive Assistant, Legal Operations & Special Projects provides high-level executive, administrative, and project coordination support to the Office of the General Counsel (OGC). This position ensures efficient operations, effective communication, and alignment of strategic priorities within the OGC and between internal and external stakeholders. This position will also be responsible for managing executive scheduling, special projects, and office operations; coordinating internal and external communications; and providing backup legal support when needed. The role requires judgment, discretion, and the ability to manage confidential information with the utmost integrity.

This position is open to current CSU employees only.

This position is approved for telecommuting (two days telecommuting, three days in office (in-person)) with onsite work at the main headquarters located in Long Beach, California.

Responsibilities

Under the general direction of the Assistant Vice Chancellor and Chief of Staff, Office of General Counsel, the Executive Assistant, Legal Operations & Special Projects will perform duties as outlined below:

Executive & Administrative Support

-Provide direct executive-level support to the EVC/General Counsel, AVC/Deputy
General Counsel and AVC/Chief of Staff, including scheduling, travel, meeting preparation, and correspondence.

-Serve as primary coordinator for executive communications (internal and external), drafting, editing, and distributing messages on behalf of OGC leadership.

-Maintain confidential records, files, and databases in compliance with University policies.

-Assist in the preparation of presentations, reports, and briefing materials for leadership.

Special Projects & Strategic Initiatives

-Act as project coordinator for OGC strategic initiatives, ensuring timelines, deliverables, and communications are met.

-Partner with leadership on cross-functional projects that require research, analysis, and reporting.

-Facilitate collaboration across departments by organizing meetings, preparing agendas, and documenting outcomes.

Communications Coordination

-Draft, review, and manage communications on behalf of OGC leadership for both internal stakeholders and external audiences.

-Coordinate with University Communications and other departments to align messaging and ensure consistency.

-Maintain and update OGC communications channels, including website content, newsletters, or intranet postings.

Legal Operations & Office Management

-Coordinate with the Manager, Legal Operations on office priorities, assuming responsibility in the AVC/COS’s absence.

-Assist with general office administration (e.g., supply management, vendor coordination, workflow tracking).

-Manage internal office lists – phone, home address, birthday/anniversary.

-Assist with invoices in CSUBuy.

-Open tickets in Service Now for facilities requests.

-Serve as backup support to attorneys in the absence of a dedicated legal secretary, including document formatting, filing, calendaring, and related administrative tasks.

-Other duties as assigned.

Qualifications

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