"Executive Assistant & Operations Coordinator"

Job Summary

Under general supervision of the Senior Associate Vice President, the Executive Assistant and Operations Coordinator provides program leadership of a strategic nature through program or organizational unit planning activities and the analysis, development, and evaluation of highly complex programs with broad impact. Responsibilities may include overseeing day-to-day administrative operations and providing lead work direction to others.

The Maintenance & Operations of Facilities Development & Operations provides directory and coordinator services to the University campus spread across multiple sites comprised of +167 acres, 85 buildings, and more than six million gross square feet.

Key Responsibilities

• Under general direction, provides high-level administrative support to executives in a large and/or complex organizational unit with broad operational and strategic impact.
• Required to manage and coordinate executive schedules, communications, and priorities, while assessing and evaluating the impact of decisions on departmental goals and operations.
• Exercises independent judgment and discretion in handling sensitive and confidential matters on behalf of the executive.
• Plays a key role in planning and facilitating executive meetings, retreats, and strategic initiatives, with influence over organizational workflows and priorities.
• Independently determines methods for organizing, prioritizing, and executing tasks to support executive objectives and departmental performance.
• Work is evaluated based on effectiveness in meeting goals, with full accountability for quality, timeliness, and confidentiality of deliverables.
• Develops, recommends, and implements procedures for efficient workflow, applying sound judgment in areas not covered by established guidelines.
• Prepares, edits, and distributes executive-level correspondence, presentations, and reports; serves as liaison with internal and external stakeholders.
• Uses sound judgment and innovation to anticipate executive needs, resolve administrative challenges, and optimize the executive’s productivity.
• Serves as the primary contact and representative of the executive’s office, managing relationships with internal departments, outside agencies, and the public, often dealing with highly sensitive or confidential matters.

Knowledge, Skills & Abilities

• Ability to communicate effectively and professionally with a wide range of internal and external constituents, maintaining a respectful and service-oriented approach.
• Ability to take initiative and independently plan, organize, coordinate, and perform assigned work in a fast-paced environment with numerous and diverse demands.
• Ability to recognize and adapt to changing priorities, meet strict deadlines and goals, manage multiple assignments, and proactively resolve challenges to avoid disruption.
• Ability to understand complex problems from a broad perspective, applying strategic thinking to develop practical and innovative solutions.
• Ability to maintain confidentiality and use considerable judgment and discretion in handling sensitive information and high-level executive matters.
• Ability to effectively present ideas and concepts in written and oral form, and use facilitation and consultative skills to gain consensus and influence decisions.
• Ability to establish and maintain cooperative and productive working relationships within a diverse workforce and across various levels of the organization.
• Ability to implement a constituent service mindset with high ethical standards and cultural competence in all aspects of work and communication.
• Ability to organize and track records and data using both manual and computerized recordkeeping systems, and prepare accurate and timely reports.
• Ability to initiate and foster a positive, team-oriented, and inclusive work atmosphere, supporting collaboration, accountability, and a culture of excellence.
• Possession of a valid California Driver’s License is required at time of hire for the operation of any vehicle required for this position.

Required Qualifications

• A bachelor's degree and/or equivalent training.
• Six years of administrative work experience involving study, analysis, and/or evaluation leading to the development or improvement of administrative policies, procedures, practices, or programs.

License

A valid driver's license is required for this position. Out of state candidates selected for the position must obtain a State of California driver's license within 10 days of hire in accordance with the California Department of Motor Vehicles regulations. Once hired the employee must successfully complete the Defensive Driver Training Program provided by the State of California for California State University campuses.

Preferred Qualifications

• Extensive and in-depth knowledge of and ability to apply expertise in the advanced theories, principles, methods and practices associated with the functional specialty, program, and/or organizational unit, including applicable internal policies and procedures and pertinent laws and regulations. Laws and regulations are highly complex and require substantial judgment and discretion in interpreting and applying them to the specialty or program area. Incumbents at this level often may have certification in a specialty area.
• Substantial and broad knowledge of public and private entities including their organizational and operating structures, internal systems, and functional areas, as well as the impact of critical external entities on an organization. Ability to integrate and apply this knowledge to anticipate problems and assess the impact of proposed solutions on various organizational areas.
• Extensive and in-depth knowledge in project management including research and analytical methodologies. Ability to interpret and integrate complex data and information to formulate appropriate courses of action which have broad and far-reaching impact.
• Ability to understand and analyze complex problems from a future-oriented and broad interactive perspective and readily develop proactive solutions that integrate strategic goals into tactical operations.
• Ability to effectively communicate with and influence high-level and diverse contacts inside and outside of the CSU system.
• Ability to effectively use all communication methods and formats and to use expertise, as well as persuasion and negotiation skills, to build consensus to achieve short- and long-term goals and objectives.

Compensation

Classification: Administrative Analyst/Specialist; Exempt II. Anticipated Hiring Range: $7,892/month - $8,917/month. CSU Salary Range: $94,704/annual - $107,004/annual.

Application Procedure

Click Apply Now to complete the SJSU Online Employment Application and attach the following documents: Resume, Letter of Interest. All applicants must apply within the specified application period: August 6, 2025 through August 21, 2025. This position is open until filled; however, applications received after screening has begun will be considered at the discretion of the university.