Executive Support Coordinator

Working Title:  Executive Support Assistant (Temporary)

This appointment is budgeted until June 30, 2025, with the possibility of an extension. 

** Successful candidates in these temporary appointments may be appointed for a few days up to one year depending on the assignment.  Temporary appointments must end on or before the end of the fiscal year, with the possibility of renewal if funds and/or program needs exist.

Department Name: Office of the President 

Classification Title: Confidential Office Support III

Position Salary Range: $4,709 - $7,202 per month

The anticipated hiring range for this position is $5,500 - $6,000 per month.

Salary is commensurate with experience.

Review of applications will begin Monday, October 7, 2024.

About the Department/Position:

Under the general direction of the Deputy Chief of staff, the Executive Support Coordinator's primary responsibility is to be the first point of contact for all Office of the President in-person guests and callers while providing executive-level support to the Chief of Staff, Executive Director of Strategic Engagement and Resource Acquisition, and Presidential Aide. This includes oversight and logistical leading of large, high-level group meetings and events for the executives they support independently or in collaboration with Ceremonies & Events. Additionally, the Executive Support Coordinator is responsible for the President's Concur travel requests and expense reports, auxiliary and procurement credit card reconciliations, meeting notes, briefing binders including but not limited to travel, and CSU System Trustee and Leadership meetings. 

Overview of Duties and Responsibilities:

• Provide complex executive-level confidential support for the Office of the President's Chief of Staff, Executive Director of Strategic Engagement and Resource Acquisition, and Presidential Aide.
• Manage various calendars, including making appointments and prioritizing the most sensitive matters. 
• Coordinate the Office of the President's responses to complaints and grievances.
• Support orienting, training and cross-training student assistants, including professional development opportunities and delegating tasks and follow-up to ensure the tasks are completed correctly and timely.
• Schedule conference rooms and/or online meetings, order catering services that include allocating payment procedures for on and off-campus meetings and conferences, reserve parking for external guests, connect meetings to the required technology needs in support of Cabinet, Executive Cabinet, and Office of the President meetings for the President, Chief of Staff, and Executive Director of Strategic Engagement and Resource Acquisition.
• Oversees and manages the President's daily meeting notes, briefing binders including but not limited to travel, and CSU System Trustee and Leadership meetings. Additionally, manage the departments' Concur travel requests and expense reports, and auxiliary and procurement credit card reconciliations.
• Assists the Deputy Chief of Staff and Operations/HR Liaison with State and Foundation budgets and expenditure tasks for the Office of the President, including tracking expenditures and coordinating payments.
• Assist with special projects that support the operations and assignments of the Office of the President that help further advance institutional goals and objectives.

Minimum Qualifications:

• High School diploma or its equivalent.

• Six (6) years of progressively responsible experience in general office or secretarial work including previous experience working in an executive office. 

Knowledge, Skills, and Abilities:

• Excellent communication skills, organizational skills, and ability to manage multiple tasks simultaneously with the ability to anticipate the needs of senior-level managers.
• Ability to analyze and find solutions to problems, work independently with only general direction, and use sound judgment and discretion in representing senior-level managers.
• Ability to interact effectively at the highest level within and outside the university,
• Skilled in utilizing standard office procedures and practices; expertise in operating standard office equipment, including personal computers, fax machines, and copy machines; and proficiency in Microsoft Office software (Word, Excel, Outlook, PowerPoint).
•  General written and oral communication skills, including a foundation of English grammar, spelling, and punctuation; an ability to understand general office procedures; an ability to operate standard office equipment;