{"id":1411268,"url":"https://alion.io/job/uaf-executive-assistant","title":"Executive Assistant","company":{"id":13982,"name":"Uaf","domain":"uaf.edu","url":"https://alion.io/company/uaf","size_band":null,"is_staffing_agency":false,"employer_type":"direct","is_intermediary":false,"listed_via":null,"ats_vendor":"Workable","truth_index":null},"role":"Administrative","role_family":"Administrative","seniority":null,"employment_type":"full_time","work_mode":"on_site","remote_scope":null,"remote_scope_basis":null,"remote_working_hours":null,"hiring_geo_confidence":"structured","locations":["San Luis Potosí, Mexico"],"countries":["MX"],"hiring_countries":[],"hiring_countries_total":0,"salary":null,"salary_estimate":{"min_usd":39000,"max_usd":87000,"period":"year","method":"role_country_seniority_unknown","sample_n":4752},"experience_years_min":null,"visa_sponsorship":false,"relocation_package":false,"has_equity":false,"technologies":[{"name":"Microsoft Office","optional":false},{"name":"SharePoint","optional":false}],"status":"live","first_seen_at":"2026-09-28T19:13:46Z","employer_posted_date":"2026-09-28","last_verified_at":"2026-09-30T17:50:55Z","board_verified":true,"closed_at":null,"days_open":2,"trust":{"level":"ok","repost_count":null,"flags":[],"days_open":2},"description":"Definition & Purpose\nThe Executive Assistant provides comprehensive executive and strategic administrative support to the ASI Executive Director. Serving as a trusted partner to the Executive Director, the position manages executive operations, coordinates Executive Director strategic initiatives, develops executive communications and presentations, and facilitates organization-wide projects that advance ASI’s mission and priorities. The position exercises a high degree of independent judgment, discretion, political acumen, and professionalism while managing highly confidential information and representing the Executive Director with internal and external stakeholders. Success in this role requires exceptional organizational skills, executive-level writing and communication abilities, and the capacity to anticipate needs in a fast-paced, dynamic environment.\nThis position is based at the Cal Poly in San Luis Obispo, CA.\nRequirements\nEducational & Qualifying Experience, Skills, Licenses, Credentials\nEducational/License/Credential Requirements\nGraduation from a four-year college or university (8 years of applicable experience may be substituted for the educational requirement).\nExperience Requirements\nMinimum three (3) years of experience, five (5) years preferred, that demonstrates the ability to perform the essential functions of the job.\nExperience working in a college or university setting preferred.\nKnowledge/Skill Requirements\nComprehensive project management capabilities across complex, multi-stakeholder initiatives.\nAbility to exercise exceptional judgment and manage highly sensitive matters with diplomacy and discretion.\nAbility to anticipate needs, proactively identify issues, and recommend solutions before challenges arise.\nAbility to represent the Executive Director professionally and effectively with students, staff, university leadership, elected officials, governing boards, and community partners.\nAbility to analyze information, identify trends, and provide recommendations that support executive decision-making.\nOrganization, time management, and the ability to plan ahead while adapting to shifting priorities.\nExceptional written communication skills with demonstrated ability to synthesize complex information into clear, concise executive correspondence, reports, presentations, and briefing materials.\nStrong relationship-building skills with the ability to collaborate across departments and partner institutions.\nHigh attention to detail with strong follow-through, persistence, and patience in evolving environments.\nProficiency with Microsoft Office applications, SharePoint, and project management tools.\nUnderstanding of budgeting and purchasing processes.\nEssential Duties & Responsibilities\nSupervisory Responsibility\nNone\nExecutive Support\nStrategically manage the Executive Director’s calendar by aligning commitments with organizational priorities, anticipating scheduling needs and conflicts, and coordinating in-person and remote meeting preparation.\nCoordinate travel plans for Executive Director. \nAct as a liaison for the Executive Director with external entities. \nLead the planning, preparation, and follow-through for ASI Management meetings, Executive Director forums, leadership retreats, and other executive-level meetings. Develop agendas in partnership with the Executive Director; coordinate materials, logistics, and participant communications; document decisions and action items; and monitor completion of agreed-upon next steps.\nSupport the Executive Director with agenda preparation, meeting minutes, and post-meeting follow-up for other meetings as requested.\nProvide confidential administrative and coordination support to the Executive Director in sensitive matters, including legal, contracts, and performance management.\nSupport Executive Director in expense management functions including but not limited to, travel and recurring procurement card (P-Card) reconciliations. \nMaintain accurate records of Executive Director correspondence, resources, reports, and actions. \nPerform research and compile summary reports and recommendations for use by the Executive Director. \nManage biweekly timekeeping records for Executive Director direct reports. \nServe as a trusted advisor to the Executive Director by assessing incoming issues, gathering relevant information and perspectives, identifying implications and options, and developing recommended action plans for Executive Director consideration.\nDevelop executive communications, including correspondence, executive summaries, briefing materials, speeches, talking points, reports, and other written materials that accurately reflect the Executive Director’s voice, priorities, and strategic direction.\nDesign and develop professional presentations for the Executive Director, including Board meetings, leadership retreats, campus meetings, and public speaking engagements.\nCreate confidential payment requests for all legal charges. \nCollect, review, and consolidate data from staff reports to create routine reports to the Vice President for Strategic Enrollment Management and Student Affairs.\nAttend and represent the Executive Director and/or ASI in meetings as designated by the Executive Director and within delegated authority.\nProject Management\nProvide ongoing development and maintenance of ASI archives. \nCoordinate and advance initiatives led by the Executive Director by facilitating cross-functional collaboration, clarifying objectives and responsibilities, and supporting implementation.\nManage the Executive Director’s action and milestone tracking system for initiatives and priorities led by the Executive Director. Establish implementation plans; maintain clear ownership, timelines, dependencies, and status updates; facilitate regular progress reviews; proactively identify barriers; and provide the Executive Director updates on progress, risks, resource needs, and recommended next steps.\nPrepare the Executive Director for meetings, communications, and engagements by developing timely briefing materials that summarize context, stakeholder perspectives, key issues, recommended approach, decision points, and required follow-up.\nCoordinate approved amendments to ASI Policy and Procedure statements and maintain the ASI Policy Manual.\nOversee maintenance of various ongoing organization-wide policies, procedures, and initiatives.\nOther Duties & Responsibilities\nThe 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 ASI policy as a condition of their employment.\nOther duties as assigned.\nBackground Check\nSatisfactory completion of a background check (including a criminal records check) is required for employment. ASI will make a conditional offer of employment, which may be rescinded if the background check reveals disqualifying information, and/or it is discovered that the candidate knowingly withheld or falsified information. Failure to satisfactorily complete the background check may affect the continued employment of a current ASI employee who was conditionally offered the position.\nBenefits\nSalary Schedule\nStarting Annual Salary: $88,264.46\nAnnual Salary Range: $88,264.46 - $141,223.14\nPremium Overtime: No \nShift Differential: No\nExemption Status: Exempt \nBenefits\nMedical Insurance\nDental Insurance\nVision Insurance\nLife Insurance\nLong Term Disability Insurance\nPublic Employees’ Retirement System (CalPERS)\nSocial Security (FICA)\nPaid State Holidays\nVacation Time\nSick Leave\nPersonal Holiday\nBirthday Holiday\nWorkers’ Compensation Insurance\nUnemployment Insurance\nLocation: Cal Poly, San Luis Obispo, CA.\nDate of Last Equity Review: 11/2024\nDate revised: 9/21/2026","description_format":"text","description_chars":7789,"description_truncated":false,"requirements":{"experience_years_min":null,"management_years_min":null,"team_size_min":null,"manages_managers":false,"education":{"level":"bachelor","optional":false},"security_clearance":false,"languages":[]},"benefits":["Dental insurance","Equity","Health insurance","Life insurance","Vision insurance"],"hiring_locations":[],"hiring_excludes":[],"relocation_offered":false,"industries":["Education","Higher Education","Vocational Education"],"lifecycle":[{"event":"open","at":"2026-09-28T19:13:46Z"}],"liveness":{"score":86,"band":"hot","label":"Hiring now","p_open":1,"p_active":0.86,"p_room":1,"age_days":1,"expected_fill_days":42,"reasons":["conf:5","win:early"],"computed_at":"2026-09-30T05:45:00Z"},"pay":null,"html_url":"https://alion.io/job/uaf-executive-assistant","json_url":"https://alion.io/job/uaf-executive-assistant.json","meta":{"generated_at":"2026-10-01T00:08:20Z","cache_seconds":300,"methodology":"https://alion.io/methodology","terms":"https://alion.io/terms","contact":"https://alion.io/contact","api":"https://alion.io/developers","usage":{"tier":"crawler","counted_by":"address","units_charged":1,"used_today":136,"day_limit":5000,"remaining_today":4864,"minute_limit":60,"resets_at":"2026-10-02T00:00:00Z"}}}