"Executive Assistant to the Chief of Staff & Senior Associate Vice President"

Job Summary

The Executive Assistant provides highly complex administrative office support for the Chief of Staff and the Office of the President. The incumbent performs specialized work of a highly sensitive and confidential nature requiring access to a variety of sources and forms of information as well as special projects requiring extensive research and analysis, including responsibility for the financial and personnel duties in the Office of the President. The Executive Assistant also supports Cabinet-level and department leadership search processes, campus-wide activities, and events hosted by the Office of the President; provides office support and guidance to confidential administrative support counterparts within and outside the division; and contributes to a welcoming environment for all students, employees, and community members. This position’s responsibilities support the overall operations of the Office of the President.

Key Responsibilities

• Provide direct administrative support to the Chief of Staff (COS), including receipt and review of sensitive inbound correspondence, production of presentation materials and other communications as well as project management.
• Oversee or assist with technical and facility needs and requests of the COS.
• Coordinate travel, including pre-approval, logistics, and reimbursements; reconciles ProCard, GoCard, and Tower Card.
• Anticipate the administrative needs of the Office of the President and the COS, while managing multiple tasks of a confidential and sensitive nature.
• Coordinate and perform executive administrative and project management support for special committees, events, and projects as assigned by the President or COS.
• Communicate and maintain policies, guidelines and procedures to support the accurate functions of the office.
• Sensitively communicate on behalf of the office with high-ranking university officials, community leaders, campus colleagues, and the general public while maintaining strict confidentiality where needed.
• Coordinate sensitive administrative, logistical tasks/timelines associated with Executive Searches.
• Assist with high level support for the planning, executing and posting of payment for projects from all the departments listed under the President Office.
• Coordinate and process all personnel actions for staff and students working in the office of the president including: hiring, recruitment, onboarding, offboarding, performance reviews, and disciplinary actions.
• Request access to university-issued equipment and systems applications to maintain productivity while in the office or working remotely.
• Process President’s Emeritus Granting letters for all Emeritus faculty and staff.
• Coordinate annual office assessment and improvement process including assembling relevant materials, preparing the agenda, and creating a template for the report and recommendations.
• Work collaboratively with the Finance office to manage, monitor, and oversee the office budget, including processing financial transactions, such as requisitions, POs, contracts, and reconciling credit card transactions.
• Assist with the coordination of special events in the Office of the President while coordinating with other campus entities that contribute to group and social cohesion within the division and across campus, staff events, as necessary.
• Coordinate office administrative/logistical tasks associated with the various annual awards, sponsorship requests, and events that require decisions by the President.

Knowledge, Skills & Abilities

• Demonstrated ability to communicate effectively in written and oral communication and with sensitivity to different audiences
• Thorough knowledge of and ability to apply extensive expertise to the principles, policies, and practices related to techniques of organization, administration, and functions of a highly sensitive and confidential executive office
• Thorough knowledge of software applications such as MS Office products including Word, Excel, and PowerPoint, Google Suite, Google Mail, calendar, docs, sheets, forms, etc., and database management
• Working knowledge of operational and fiscal analysis and techniques as well as software applications
• Ability to effectively compose, edit, and appropriately format correspondence and reports
• Skill in the research, development, and evaluation of policies and programs, including the collection, evaluation, and interpretation of data to develop sound conclusions and make appropriate recommendations
• Ability to use tact and good judgment in responding to requests for information and/or interpretation of policies or procedures
• Ability to take initiative and independently plan, organize, coordinate, and perform work in various situations where numerous and diverse demands are involved
• Ability to perform accurately in a detail-oriented environment; handle multiple work priorities; organize, set deadlines, and plan work and projects
• Ability to apply a high degree of judgment, discretion, and initiative in coordinating activities associated with the President's Office
• Ability to process information quickly for a fast-paced office
• Ability to establish and maintain effective working relationships with high-ranking campus administrators, community leaders, and the public

Required Qualifications

• Bachelor’s degree or professional training program specific to the position and directly related work experience, or a combination of education and experience which demonstrates the ability to perform the essential functions of the position
• Three years of administrative work experience

Preferred Qualifications

• Bachelor’s Degree
• Professional training in executive support
• Five years of progressively responsible professional office coordination experience
• Experience supporting executive management
• Budget management experience
• Experience in a higher education environment

Compensation

Classification: Confidential Administrative Support II
Anticipated Hiring Range: $7,472/month - $7,875/month
CSU Salary Range: $4,464/month - $10,669/month

San José State University offers employees a comprehensive benefits package typically worth 30-35% of your base salary. For more information on programs available, please see the Employee Benefits Summary.

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: December 5, 2025 through January 1, 2026. This position is open until filled; however, applications received after screening has begun will be considered at the discretion of the university.