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Executive Assistant to the President

Apply now Job no: 526753
Work type: Management (MPP)
Location: Monterey Bay
Categories: MPP, Administrative, At-Will, Full Time, On-site (work in-person at business location)

Classification:   Administrator I
Hours:  Full-time / 40 hours per week 
FLSA:  Exempt

Anticipated Hiring Salary Range:  $7,318 to $7,417 per month
CSU Salary Schedule
*CSUMB provides pay scales representing its good faith estimate of what the university reasonably expects to pay for this position. The pay offered to a selected candidate will be determined on factors such as (but not limited to) the scope and responsibilities of the position, the qualifications of the selected candidate, departmental budget availability, internal equity, and CSU systemwide pay for comparable jobs.

Priority Screening Date:  April 30, 2023
Recruitment Status:  Open Until Filled


Powered by an inspiring Founding Vision StatementCalifornia State University, Monterey Bay (CSUMB) is a mid-sized comprehensive baccalaureate and masters granting university whose staff and faculty help transform student lives with a focus on student success and engagement through experiential learning, service learning in its regional community, and the promotion of multicultural and global perspectives on and beyond campus. With a vibrant, diverse student body of over 7,400 students. CSUMB is both a Minority Serving Institution (MSI) and a Hispanic Serving Institution (HSI).

The university’s Strategic Plan prioritizes inclusive excellence through recruiting and investing in the development of a diverse body of faculty, staff, and administrators. CSUMB’s sustainability initiative is to be carbon neutral by 2030. The university’s faculty and staff, many of whom live in the East Campus housing development, appreciate living and working so close to the shores of the beautiful Monterey Bay. As one of the 23 campuses in the California State University (CSU) system, CSUMB offers excellent benefits, including access to below-market-rate campus housing and competitive salaries for faculty and staff. 


The Executive Assistant reports directly to the AVP and Interim Chief of Staff and as directed performs a wide range of high-level administrative and support functions of a highly sensitive and confidential nature.  These duties include, but are not limited to: coordinating and managing the internal administration of the Office of the President, support the President, the President’s Cabinet, and facilitating and developing critical internal and external community relations.  The Executive Assistant to the President works closely, with other CSU campuses, CSUMB’s leadership, as well as CSUMB Faculty, staff and students.  The Executive Assistant manages the daily administration of the budget for the Office/Division of the President.

ESSENTIAL DUTIES AND RESPONSIBILITIES include, but are not limited to, the following:

  1. Presidential Support:  Updates the president on a continuous basis regarding campus and external issues and activities.  Ensures that the president is aware of relevant information prior to meetings and events.  Manages the President’s calendar by responding to request for meetings.  Prepares a variety of sensitive written documents in hard copy and electronically for the President; including letters, memorandums, meeting notices, flyers and agendas.  Responds as requested by the President to complete research, locate documents, contact people, determine project status and prepares oral and/or written briefings.  Reviews and organizes correspondence and routes to the President in order of priority.
  2. Office of the President Internal Administration:  Manages all elements of office operations for the Office of the President.  Works closely with University Affairs, Ceremonies and Events Department in arranging special events and meetings hosted by the Office of the President.
  3. Budget Management:  Manages the development and ongoing administration of the division’s budget; provides analytical support, advice and recommendations to the AVP and Interim Chief of Staff on financial planning, budget development, and resource allocation.  Prepares the annual budget proposal and administers the annual budget.  Creates and maintains financial records and revenue/expenditure tracking systems, including the division’s position control.
  4. Supervision: Supervises and provides direction and leadership to the Office of the President Coordinator and Budget Analyst with accountability for their work results. Responsibilities include staffing schedules, performance evaluations and assignment of activities.
  5. Cabinet Support: Interacts with all levels of university leadership.  Assists in the coordination and development of agendas for leadership and management meetings and retreats led by the President, including cabinet meetings.  Monitors and discusses status of ongoing initiatives, especially those that are cross-divisional in nature.  Coordinates Cabinet and Extended Cabinet agendas.

Other Functions:

  1. Perform other job-related duties and special projects as assigned.


Thorough knowledge of modern equipment, office practices and procedures and business arithmetic, grammar, spelling and punctuation.  Thorough knowledge of principles and techniques of organization, administration and management as well as organizational structure, functions and activities of higher education.

Ability to manage multiple assignments; prioritize and set deadlines, complete projects on schedule; identify appropriate applications of a wide variety of complex written policies and procedures; apply a high degree of judgement, discretion and initiative in coordination activities associated with the president’s office such as meetings, projects, executive personnel searches; reply to inquiries; gather information, conduct research, and prepare reports, letters, and policy statements; handle highly confidential and sensitive matters; communicate with the president appropriately; use tact and good judgement in responding to request for information and/or interpretation of policies or procedures; establish and maintain effective working relationships with high ranking campus administrators, community leaders, and the public; manage the president’s appointment calendar; maintain the budget; coordinate and evaluate the work of clerical and/or secretarial personnel assigned to the president’s office; and read and write at a level appropriate to the position.


Five years of progressively responsible work experience as a secretary, executive secretary, or staff assistant which has demonstrated the knowledge and abilities listed above or a combination of education and experience which demonstrates the knowledge and abilities listed above.


Able to distinguish what duties and communications are highly sensitive and able to maintain confidential nature of work.


Bachelor’s degree or equivalent and demonstrated experience in an executive level administrative support position that involved coordination of organizational workflow and priorities.

Knowledge of the California State University System.  Experience working with diverse populations in an academic setting.  Experience in handling sensitive materials and working in an office that deals with confidential personnel issues, including work with union and/or employee contracts. 

Demonstrated understanding of and commitment to the CSUMB Vision Statement and the core values of mutual respect, collaboration and service orientation, multiculturalism and diversity, community service and institutional excellence.  Experience working with a diverse and multicultural population and performing community services. 

Demonstrated technical literacy.


  • All offers of employment are contingent upon the successful completion of a background check (including a criminal records check).
  • The person holding this position is considered a “mandated reporter” under the California Child Abuse and Neglect Reporting Act and is required to comply with the requirements set forth in CSU Executive Order 1083  as a condition of employment.
  • This position will have a duty to report to the Campus Title IX Officer information pertaining to victims of sex discrimination, sexual harassment, sexual misconduct, dating/domestic violence, and stalking as required by CSU Executive Order 1095.
  • This position is designated as a Campus Security Authority (CSA).  The position is required to participate in training at the direction of the Clery Director and must also promptly report allegations of reportable crimes according to the Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act, its accompanying regulations; the California State Education Code, Chapter 15.5, of the Donahoe Higher Education Act, Section 67380; and the California State University system-wide policy, Code EO 1107.
  • This position has been designated as a sensitive position with:
    • access to, or control over, cash, checks, credit cards, and/or credit card account information;
    • responsibility or access/possession of building master or sub-master keys for building access; and
    • access to and responsibility for detailed personally identifiable Level 1 confidential information about students, faculty, staff or alumni that is protected, personal or sensitive as defined in the CSU Information Security Data Classification Standards)
  • This position is required to comply with confidentiality requirements outlined in the Department of Education’s Family Educational Rights and Privacy and California’s Educational Code Chapter 13 regarding sensitive student issues.
  • Must possess and maintain a valid license to drive in the State of California, pass the Defensive Training Class, and be insurable under the University's liability coverage.


Office environment with standard equipment and tasks.  The position requires working at a computer and desk for extended periods of time.  May require travel between campus offices and off-campus locations. 

The health and safety of our students, faculty, and staff remain our highest priority. While on campus, students, faculty, staff, and the community will be expected to follow all campus safety mandates.  

Per the CSU COVID-19 Vaccination Interim Policy, all students and employees are required to submit their vaccination status to the Otter Vaccination Registry and are encouraged to be vaccinated.


This is a management level position with an attractive benefits package, which includes:  a vacation accrual rate of 16 hours per month; an excellent choice of medical, dental and vision insurance; long term disability coverage; life insurance; educational incentives; membership in the California Public Employees Retirement System (CalPERS); and 14 paid holidays a year. For further information, please visit: Employee Benefits Summary. The University Corporation at CSU Monterey Bay also provides access to affordable campus housing,


For full consideration, applicants must complete the required online application prior to the priority screen date found at Careers at CSUMB. Application submissions received after the application screening date will be reviewed at the discretion of the University. Materials submitted become the property of CSUMB and will not be returned.

CSUMB is not a sponsoring agency for staff or management positions.

Reasonable accommodations will be provided for qualified applicants with disabilities who self-disclose by contacting Human Resources at (831) 582-3389 or All employees must be eligible for employment in the U.S.


CSUMB hires only individuals lawfully authorized to work in the United States and is an E-Verify employer. In compliance with federal crime awareness and campus security legislation, including the Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics, you can view the notice of availability and access the Cal State University, Monterey Bay annual security and fire safety reports at

CSUMB is a smoke and tobacco-free campus.


CSUMB is an Equal Opportunity Affirmative Action employer seeking to recruit and support a broadly diverse community of faculty and staff. We value and celebrate diversity in all its forms and strive to foster an inclusive culture built on respect that affirms inter-group relations and builds cohesion. We consider qualified applicants for employment for their anticipated contributions and without regard to race, color, religion, national origin, age, gender, gender identity or expression, sexual orientation, genetic information, medical condition, pregnancy, marital status, veteran status, or disability.

Advertised: Pacific Daylight Time
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