Executive Assistant & Operations Coordinator

About the role

The Executive Assistant and Operations Coordinator provides strategic program leadership through planning, analysis, development, and evaluation of complex, high-impact initiatives. The role oversees daily administrative operations and may provide lead direction to staff.

Responsibilities

• Provide advanced administrative and operational support, including coordination of programs, projects, and organizational priorities with campus-wide impact
• Analyze, develop, and evaluate policies and procedures; recommend improvements based on strategic and operational needs
• Serve as a primary liaison for internal and external stakeholders, managing communications and sensitive matters with professionalism and discretion
• Oversee and coordinate daily administrative operations, including records management, reporting, and workflow tracking using computerized systems
• Support planning and implementation of initiatives aligned with departmental and campus goals

Requirements

• Advanced knowledge of administrative operations, program management, and public/business administration principles
• Strong analytical and problem-solving skills, with the ability to evaluate complex issues and develop strategic solutions
• Excellent written and verbal communication skills, including the ability to present information and build consensus across diverse stakeholders
• Demonstrated ability to manage multiple priorities, meet deadlines, and adapt to changing operational demands
• Ability to exercise sound judgment, discretion, and confidentiality in handling sensitive information
• Proficiency in data management, reporting systems, and standard office technologies

Qualifications

• Equivalent to a bachelor’s degree in a related field
• Four years of relevant experience

Preferred Qualifications

• Extensive and in-depth knowledge of and ability to apply expertise in advanced theories, principles, methods, and practices associated with the functional specialty or program area
• Knowledge of project management, including research and analytical methodologies and the ability to interpret and integrate complex data
• Ability to anticipate problems and assess the impact of proposed solutions across organizational areas

Skills

• Advanced knowledge of administrative operations, program management, and public/business administration principles
• Strong analytical and problem-solving skills, with the ability to evaluate complex issues and develop strategic solutions
• Excellent written and verbal communication skills, including the ability to present information and build consensus across diverse stakeholders
• Demonstrated ability to manage multiple priorities, meet deadlines, and adapt to changing operational demands
• Ability to exercise sound judgment, discretion, and confidentiality in handling sensitive information
• Proficiency in data management, reporting systems, and standard office technologies

Benefits

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.

Pay

Compensation Classification: Executive Assistant III
Anticipated Hiring Range: $7,802/month - $8,445/month (Step 16 – Step 20)
CSU Salary Range: $5,797/month - $8,445/month (Step 1 – Step 20)

Schedule

Monday - Friday, 8:00 a.m. to 4:30 p.m.
May require occasional evening or weekend work to meet operational needs or respond to emergencies.