Chancellor's Office Statement
Join our team at the California State University, Office of the Chancellor, and make a difference in providing access to higher education. We are currently seeking experienced candidates for the position of Executive Assistant, Legal Operations & Special Projects. The CSU Chancellor's Office, located on the waterfront adjacent to the Aquarium of the Pacific in downtown Long Beach, is the headquarters for the nation's largest and most diverse system of higher education. The CSU Chancellor's Office offers a premium benefit package that includes outstanding vacation, health, and dental plans; a fee waiver education program; membership in the California Public Employees Retirement System (PERS); and 15 paid holidays a year.
Salary
The anticipated salary hiring range is up to $115,440 per year, commensurate with qualifications and experience.
Classification
Confidential Administrative Support II
Position Information
The California State University, Office of the Chancellor, is seeking an Executive Assistant, Legal Operations & Special Projects to be responsible for providing direct executive-level support and serve as a trusted partner to the Executive Vice Chancellor & General Counsel, Associate Vice Chancellor and Deputy General Counsel, and the Assistant Vice Chancellor and Chief of Staff. The Executive Assistant, Legal Operations & Special Projects provides high-level executive, administrative, and project coordination support to the Office of the General Counsel (OGC). This position ensures efficient operations, effective communication, and alignment of strategic priorities within the OGC and between internal and external stakeholders. This position will also be responsible for managing executive scheduling, special projects, and office operations; coordinating internal and external communications; and providing backup legal support when needed. The role requires judgment, discretion, and the ability to manage confidential information with the utmost integrity.
This position is open to current CSU employees only.
This position is approved for telecommuting (two days telecommuting, three days in office (in-person)) with onsite work at the main headquarters located in Long Beach, California.
Responsibilities
Under the general direction of the Assistant Vice Chancellor and Chief of Staff, Office of General Counsel, the Executive Assistant, Legal Operations & Special Projects will perform duties as outlined below:
Executive & Administrative Support
-Provide direct executive-level support to the EVC/General Counsel, AVC/Deputy
General Counsel and AVC/Chief of Staff, including scheduling, travel, meeting preparation, and correspondence.
-Serve as primary coordinator for executive communications (internal and external), drafting, editing, and distributing messages on behalf of OGC leadership.
-Maintain confidential records, files, and databases in compliance with University policies.
-Assist in the preparation of presentations, reports, and briefing materials for leadership.
Special Projects & Strategic Initiatives
-Act as project coordinator for OGC strategic initiatives, ensuring timelines, deliverables, and communications are met.
-Partner with leadership on cross-functional projects that require research, analysis, and reporting.
-Facilitate collaboration across departments by organizing meetings, preparing agendas, and documenting outcomes.
Communications Coordination
-Draft, review, and manage communications on behalf of OGC leadership for both internal stakeholders and external audiences.
-Coordinate with University Communications and other departments to align messaging and ensure consistency.
-Maintain and update OGC communications channels, including website content, newsletters, or intranet postings.
Legal Operations & Office Management
-Coordinate with the Manager, Legal Operations on office priorities, assuming responsibility in the AVC/COS’s absence.
-Assist with general office administration (e.g., supply management, vendor coordination, workflow tracking).
-Manage internal office lists – phone, home address, birthday/anniversary.
-Assist with invoices in CSUBuy.
-Open tickets in Service Now for facilities requests.
-Serve as backup support to attorneys in the absence of a dedicated legal secretary, including document formatting, filing, calendaring, and related administrative tasks.
-Other duties as assigned.
Qualifications
This position requires:
-Bachelor’s degree or equivalent combination of education and experience.
-5+ years of progressively responsible administrative, executive support, or legal operations experience.
-Exceptional writing, editing, and communication skills.
-Strong organizational and project management skills, with proven experience managing multiple priorities in a fast-paced environment.
-High level of discretion and ability to handle sensitive and confidential information and demonstrate sound judgment.
-Advanced proficiency with Microsoft Office Suite, Adobe Acrobat, and document/case management systems.
-Strong interpersonal skills and the ability to build collaborative working relationships across diverse stakeholders.
Preferred Qualifications
-Experience in a legal, higher education, or public-sector environment.
-Familiarity with UC/Cal State or public higher education systems.
-Paralegal training or certification.
-Master’s degree or higher.
Application Period
Priority consideration will be given to candidates who apply by October 16, 2025. Applications will be accepted until the job posting is removed.
How To Apply
Please click "Apply Now" to complete the California State University, Chancellor's Office online employment application.
Equal Employment Opportunity
Consistent with California law and federal civil rights laws, the CSU provides equal opportunity in education and employment without unlawful discrimination or preferential treatment based on race, sex, color, ethnicity, or national origin. Reasonable accommodations will be provided for qualified applicants with disabilities who self-disclose by contacting the Senior Human Resources Manager at (562) 951-4070.
Title IX
Please view the Notice of Non-Discrimination on the Basis of Gender or Sex and Contact Information for Title IX Coordinator at: https://www2.calstate.edu/titleix
E-Verify
This position requires new hire employment verification to be processed through the E-Verify program administered by the Department of Homeland Security, U.S. Citizenship and Immigration Services (DHSUSCIS)' in partnership with the Social Security Administration (SSA).
If hired, you will be required to furnish proof that you are legally authorized to work in the United States. The CSU Chancellor’s Office is not a sponsoring agency for staff and Management positions (i.e., H1-B VISAS).
COVID19 Vaccination Policy
Per the CSU COVID-19 Vaccination Policy, it is strongly recommended that all Chancellor’s Office employees who are accessing office and campus facilities follow COVID-19 vaccine recommendations adopted by the U.S. Centers for Disease Control and Prevention (CDC) and the California Department of Public Health (CDPH) applicable to their age, medical condition, and other relevant indications.
CSU Out of State Employment Policy
California State University, Office of the Chancellor, as part of the CSU system, is a State of California Employer. As such, the University requires all employees upon date of hire to reside in the State of California. As of January 1, 2022, the CSU Out-of-State Employment Policy prohibits the hiring of employees to perform CSU-related work outside the state of California.
Background
The Chancellor's Office policy requires that the selected candidate successfully complete a full background check (including a criminal records check) prior to assuming this position.