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The California State University · 1 month ago

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

San Jose, CA

Full-time

Hybrid

Mid, Senior Level

$7,472/mo - $7,875/mo

3+ years exp

The California State University is seeking an Executive Assistant to provide highly complex administrative support for the Chief of Staff and the Office of the President. The role involves managing sensitive correspondence, coordinating travel and logistics, and supporting executive searches and special projects within the office.

EducationHigher EducationUniversities

Culture & Values

No H1B

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

Qualification

Executive supportBudget managementAdministrative supportProject managementMS Office proficiencyGoogle Suite proficiencyOperational analysisWritten communicationOral communicationDetail-orientedInterpersonal skills

Required

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

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

Benefits

San José State University offers employees a comprehensive benefits package typically worth 30-35% of your base salary.

Company

The California State University

Glassdoor4.1

The California State University is the largest system of four-year higher education in the country, with 22 campuses, 56,000 faculty and staff and more than 450,000 students.

Founded in 1947

Long Beach, California, USA

10001+ employees