executive-level meetings and events.

The Executive Assistant also serves as a key liaison between the Vice Provost, Academic Innovation program managers, university leadership, faculty, staff, students, and community partners. The incumbent exercises discretion and independent judgment in handling confidential matters, coordinating administrative operations, supporting budget and procurement activities, and assisting with personnel, facilities, and operational processes that support the efficient functioning of the Academic Innovation unit.

Key Responsibilities

• Serve as the primary point of contact for the Vice Provost and manage communications and information flow with internal and external stakeholders
• Independently manage and prioritize the Vice Provost's calendar, appointments, meetings, travel, and commitments
• Coordinate and direct requests to the Vice Provost's Office and determine appropriate routing and follow-up
• Draft, edit, and coordinate executive correspondence, reports, presentations, agendas, briefing materials, and executive communications
• Monitor incoming communications and exercise judgment to determine urgency, priority, and the appropriate response.
• Prepare meeting materials and track action items to ensure timely completion
• Utilize campus’s Google Drive to maintain executive files, records, and document tracking systems
• Serve as liaison between the Vice Provost and Academic Innovation program managers, campus leadership, faculty, staff, students, and external partners
• Coordinate special projects and initiatives assigned by the Vice Provost
• Develop and maintain project timelines, status reports, tracking tools, and project documentation
• Conduct research, gather data, and prepare reports, presentations, and briefing materials
• Collaborate with Academic Innovation program managers and campus partners to support implementation of initiatives and ensure alignment with unit priorities
• Support committees, task forces, advisory groups, and working groups chaired by or involving the Vice Provost
• Advises the Vice Provost and, as appropriate, others within the unit on CSU and SJSU policies and procedures for budget administration
• Develops and administers the budget in collaboration with Academic Business and Strategic Operations (ABSO)
• Provide administrative coordination for unit budget tracking, procurement, and travel transactions, ensuring compliance with CSU and campus policies and required timelines
• Coordinate meetings, retreats, workshops, recognition events, and other Academic Innovation events
• Coordinate logistics including facilities reservations, catering, travel arrangements, technology support, and event materials
• Serve as liaison with Academic Business & Strategic Operations (ABSO), University Personnel, Facilities Development and Operations (FD&O), Information Technology (IT), and other campus service units regarding matters affecting Academic Innovation operations
• Intakes and tracks all documents that require review and approval by the Vice Provost or others in the unit; ensures completeness of documents requiring approval or signature
• Provide lead work direction and training to student assistants, as needed