Executive Administrative Assistant

Executive Assistant Under the direct supervision of the CEO, this position is responsible for managing the executive office providing administrative and operational support to the CEO, Foundation Board, and key leadership. The Executive Assistant also serves as a member of the Executive Team, helping to develop strategic direction and organizational priorities. Some of the things that you will get to do (this is just a small sampling of work variety): Acts as the primary liaison to the Foundation Board through regular communication, coordination of meetings/events/retreats, and preparation of high-quality resources. Supports the Foundation Executive Management Team's efforts to productively engage with University leaders. Acts as the primary liaison to the Foundation Board and Board committees through regular communication and coordination; supports strong relationships and ensures a high standard of responsiveness and professionalism. Coordinates Board of Directors and committee meeting operations and governance support, including creation and distribution of meeting notices, agendas, packets, and minutes, and maintenance of official records and confidential Board materials. Ensures Board and committee packet posting/distribution timelines are met consistently and accurately. Identifies and implements special projects, often in partnership with management. Synchronizes Foundation participation in campus events and activities. Accompanies the Executive Director to designated meetings in order to identify, clarify, prioritize and organize projects. Maintains files, records, correspondence and confidential materials for Foundation Administration. Manages the customer service and public relations efforts of the Executive Office, including transparency efforts and communications to campus and off-campus communities. Drafts new and updated policies, procedures, and resolutions for consideration by the Executive Team. Organizes and manages project timelines and priorities for the Executive Office. Researches and provides data, including confidential information. Plans and conducts public relation programs and donations designed to create and maintain favorable relations with the University community and employees. Informs stakeholders of organization's policies, activities and accomplishments. Oversees the productive and professional image of the Executive Office. Minimum qualifications: Professional level of knowledge equivalent to that which would be acquired by completing a 4-year college program (BA Degree) Four to seven years related experience; or equivalent combination of education and experience. Five or more years related experience as an Administrative Assistant or Executive Assistant Must be proficient with a variety of computer software programs (MS Outlook) Must be conscientious and highly organized. Have excellent time-management, multi-tasking, prioritization. Cal Poly Pomona Foundation, Inc. offers a rich benefits package that constitutes a major portion of total compensation (paid medical/dental/vision, retirement, educational reimbursement, etc.). As the largest employer of students on the Cal Poly Pomona campus, the Foundation offers valuable work experience and hands-on training to approximately 1,500 Cal Poly Pomona students each year. The Foundation offers positions in various fields; whether it is in the area of technology, science, retail, culinary arts, hospitality management, leadership or research grants, student employees participate in Cal Poly Pomona's learn-by-doing philosophy and acquire practical skills in their designated field of study. The Foundation also contributes operating support to nearly 1,100 Foundation and scholarship programs every year, including Bronco Athletics. In addition, the Foundation administers grants and contracts, contributes to campus security, and supports several university publications. The Foundation contributes over $1 million annually to Cal Poly Pomona. Cal Poly Pomona Foundation, Inc. is an Equal Opportunity Employer. In compliance with the Americans with Disabilities Act, Cal Poly Pomona Foundation, Inc. may provide reasonable accommodations to qualified individuals with disabilities and encourages both prospective and current employees to discuss potential accommodation with the employer. Background check policy: Cal Poly Pomona Enterprises is committed to protecting the health, well-being, and safety of its campus community and assets. In furtherance of these goals, Cal Poly Pomona Enterprises will make a conditional offer of employment to final job candidates, pending the satisfactory completion of a background check (including a criminal records check). The conditional offer of employment may be rescinded if the background check reveals disqualifying information, and/or it is discovered that the candidate knowingly withheld or falsified information. In determining the suitability of the candidate for the position, Cal Poly Pomona Enterprises will give an individualized assessment to any information regarding the criminal conviction history that the applicant submits for consideration such as the nature, gravity and recency of the conviction, the candidate's conduct, performance or rehabilitation efforts since the conviction and the nature of the job applied for.

Created: 2026-03-13