California State University, Office of the Chancellor · 19 hours ago
Manager, Strategic Executive Engagement
Long Beach, CA
Full-time
Hybrid
Mid, Senior Level
$0/yr - $115K/yr
5+ years expCalifornia State University, Office of the Chancellor is seeking a Manager, Strategic Executive Engagement to oversee and manage the Chancellor's portfolio of engagements. This role involves high-level executive administrative management functions, ensuring the Chancellor is optimally prepared for various strategic engagements and managing all aspects of the Chancellor’s calendar and events.
Higher Education
No H1B
Responsibilities
Responsible for managing, overseeing and ensuring highly efficient, accurate, strategic management of all aspects of the Chancellor’s portfolio including, but not limited to receiving, tracking, researching, reviewing, prioritizing, and scheduling all requests for meetings, speaking engagements and events with the Chancellor by fulfilling complex calendar needs, managing, drafting and reviewing correspondence, and coordinating meeting and event logistics
Strategically manage the Chancellor's portfolio of engagements daily assuring that the Chancellor is fully briefed and has all relevant background materials for each engagement; manage and coordinate with other internal and external stakeholders to arrange all details of meetings involving the Chancellor
Oversee, manage, develop, and prepare all briefing materials including agendas, itineraries, and briefing packets to ensure the Chancellor is provided daily with necessary materials and logistical information for each meeting/event and ensure all relevant meeting information is accurately reflected on the Chancellor’s portfolio and mirrored in the Chancellor’s electronic meeting folders
Serve as primary liaison with high-level internal and external stakeholders in respect of all arrangements appropriate to manage and schedule appointments and meetings. Also monitors changes and communicates relevant information to appropriate staff inside and outside the Executive Office as needed
Effectively manage, oversee, and prioritize the Chancellor’s online meeting and event request submissions in a timely and highly organized manner
Develop, manage, and utilize project management tools to track, organize and prioritize Chancellor meeting and event workflow processes
Conduct research to accurately vet, organize and prioritize Chancellor’s meeting and event requests and coordinate with the Strategic Engagement Team to make sound recommendations on appropriate role for the Chancellor and strategies for relevant internal and external events
Work with division subject-matter experts to develop timely, detailed, and accurate briefing materials for all meetings and events; requires awareness of Chancellor's priorities and ability to exercise sound judgment in managing multiple priorities, as well as a high level of discretion in attending to often-complex and time-sensitive matters
Work closely with Executive Writing team to prioritize and ensure the Chancellor’s participation in internal and external meetings and events requiring relevant talking points, speeches, remarks, keynotes, etc. are well coordinated with a focus on accuracy, quality, relevance, and timeliness
Ensure smooth and efficient information flow within the Executive Office and with internal and external stakeholders regarding the Chancellor’s schedule; proactively anticipate and identify scheduling conflicts and apply effective solutions utilizing sound judgement to determine follow up actions
Draft responses to correspondence and other communications where scheduling requests are concerned; oversee formal quality control of said outgoing correspondence by paying particular attention to accuracy, diplomacy, completeness and adherence to format, grammar, punctuation, and style
Manage the full end-to-end process for the Chancellor’s meetings and events by tracking, monitoring, and overseeing effective follow through on all action items specific to the Chancellor’s calendar; manage and oversee cross-divisional assignments to support meeting and event preparation ensuring they are fully completed in a timely manner and proactively follow-up on the status of materials
Ensure a thorough understanding of the Chancellor's priorities and expectations and take these into account when coordinating a highly-complex schedule and providing high-level strategic counsel
Oversee and manage detailed travel arrangements for the Chancellor, including developing travel itineraries, reserving air travel, hotel reservations, local transport, etc., being mindful of the most cost effective and time saving options; ensure all travel is prepared both electronically and in paper according to the Chancellor’s preference and that travel itineraries include full travel arrangements, briefings, talking points, speeches, and other requisite materials needed for successful travel
Partner with Executive Office Senior Administrative Assistant to ensure the required background for all travel expense claims are submitted, processed, and filed accurately and in a timely manner in accordance with CO Travel Policy
Manage and work with the Deputy Chief of Staff and campus presidents’ offices to schedule annual presidential conferences and reviews
Perform other related duties as required and deemed appropriate in support of the Chancellor to accomplish assigned responsibilities and functions of the office
Qualification
Required
A bachelor's degree in a related area and a minimum of five years of progressively responsible project management and professional administrative experience working with high-level administrators, executives, or elected officials with the ability to work independently in a complex, fast-paced environment or equivalent combination of education and experience that demonstrates that the applicant has acquired the knowledge and abilities for this position is required
Demonstrated ability to maintain strict confidentiality of privileged information and perform a wide range of duties that require tact, sensitivity, independent judgement, diplomacy, organization, flexibility, and discretion is required
Ability to perform complex analysis and research with independent planning, organizing, and coordinating and make appropriate recommendations for action
Superb organizational and project management skills with demonstrated ability to plan, organize and coordinate multiple complex tasks and activities simultaneously with competing deadlines utilizing sound judgment
Strong written and oral communication skills with keen attention to detail to include the ability to effectively research, develop and draft briefing materials
Ability to disseminate information with a high level of accuracy in a clear, concise positive, service-oriented, and professional manner
Strong problem-solving skills and high-level administrative experience in managing highly complex calendars, prioritizing multiple engagement requests, and accommodating multiple competing demands
Strong analytical skills with the ability to research, evaluate, and analyze complex information and projects
Excellent interpersonal skills with the proven ability to work collaboratively and maintain effective working relationships with diverse internal and external constituents, including senior-level officials from educational institutions, government agencies, business community, CSU Board of Trustees, Chancellor's Office staff, and CSU campuses
Demonstrated ability to learn, interpret, and apply complex organizational policies and procedures with a keen focus on priorities, strategies, and vision
Excellent proofreading skills with the ability to develop and use techniques that ensure the consistency and accuracy of information
Must possess a high degree of proficiency with PC and/or Macintosh computers; including MS Word, Excel, PowerPoint, Outlook; Adobe Acrobat; SharePoint and experience updating and maintaining web content
Keen attention to detail and excellent time management skills are required
Solution oriented
Preferred
Master's degree in a related area is highly preferred
Experience working in the CSU or higher education environment is highly preferred
Experience working in a fast-paced environment
Prior experience providing support to a high-level administrators or executives that involved overseeing commitments and ensuring priorities were met and logistics were efficiently addressed in a fast-paced, dynamic environment
Experience managing and handling detailed and complex travel arrangements, including developing travel itineraries, reserving air travel, hotel reservations, local transport, and other requisite materials needed for successful travel
Benefits
Comprehensive Health, Dental, and Vision Benefits
Generous vacation plan
15 paid holidays a year
Tuition waiver education program (also applies to eligible family members)
Membership in the California Public Employees Retirement System (PERS)
Company
California State University, Office of the Chancellor
The California State University is the largest system of four-year higher education in the country, with 23 campuses, 56,000 faculty and staff and 477,000 students.
501-1000 employees
Funding
Current Stage
Late StageLeadership Team
David Beaver
Chief Procurement Officer
Donald R. Mitchell
Leadership Coach (California Leadership Network/CA Academic Partnership Program)
Recent News
Sacramento Business Journal
2023-09-28
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