Manager, Strategic Executive Engagement

Position Information

The California State University, Office of the Chancellor, is seeking a Manager, Strategic Executive Engagement to serve as the principal point of contact for the overall strategic management, organization, and prioritization of the Chancellor’s portfolio of engagements. This position performs a wide range of high-level executive administrative management functions for the Chancellor, many of a highly sensitive and confidential nature, requiring a keen awareness of the Chancellor’s goals and priorities to assist with the strategic management of the Chancellor’s time and effectively prepare the Chancellor for various strategic engagements. This position will work closely with the Associate Vice Chancellor and Chief of Staff, Executive Office, the Executive Vice Chancellors and Vice Chancellors, the Executive Writing team, various internal division subject matter experts and high-level external stakeholders to ensure the Chancellor is optimally prepared for every engagement, including meetings, events, conferences, speaking engagements, etc. The MSEE will take full end-to-end responsibility to oversee, manage, monitor, and ensure effective, timely and accurate follow-through on all action items specific to the Chancellor’s calendar and engagements. This position serves as a key member of the Chancellor’s Strategic Engagement Team to organize and prioritize the Chancellor’s various engagements in order to strategically advance systemwide goals and priorities.

Responsibilities

Under the general direction of the Associate Vice Chancellor and Chief of Staff, Executive Office, the Manager, Strategic Executive Engagement will perform duties as outlined below:

-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.

Qualifications

This position requires:

-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.

-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.

-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- orientated, 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.