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Executive Assistant to the Vice President - San Francisco State University

Another Source · San Francisco, CA · 4 wk ago
On-siteAdministrative$80k–$92k/yrFull-time

About the role

This is a highly visible and trusted position supporting the Vice President & Chief Financial Officer and the broader Administration & Finance Division. As the Executive Assistant, you'll serve as a key partner in managing executive operations, communications, scheduling, events, and divisional priorities while handling sensitive information with discretion and professionalism.

Responsibilities

  • Manage a complex and dynamic executive calendar, coordinating meetings, appointments, university commitments, and CSU-related engagements
  • Prepare, review, and coordinate confidential personnel, budgetary, payroll, and executive-level materials requiring a high degree of discretion
  • Anticipate scheduling needs, resolve conflicts, and ensure priorities are effectively managed
  • Cook up travel arrangements, reimbursements, registrations, itineraries, and related documentation
  • Prepare and distribute executive correspondence, reports, presentations, and briefing materials
  • Serve as the primary point of contact for visitors, callers, and campus stakeholders engaging with the Administration & Finance office suite
  • Maintain organized office operations, filing systems, supplies, records, and administrative processes
  • Coordinate incoming and outgoing mail, deliveries, and service requests
  • Support division-wide communications and administrative initiatives
  • Provide lead work direction to student assistants supporting the office
  • Coordinate recruitment, onboarding, training, scheduling, and daily work assignments
  • Monitor staffing allocations, work quality, and office coverage needs
  • Facilitate communication between Administration & Finance departments and campus partners
  • Support meetings, events, and divisional initiatives
  • Create professional presentations, visual communications, charts, and informational materials for executive audiences
  • Coordinate conferences, retreats, workshops, and special events on behalf of the VP/CFO

Requirements

  • Bachelor's degree and at least three years of progressively responsible administrative or executive support experience, or an equivalent combination of education and experience
  • Experience supporting executive-level leaders and managing confidential and sensitive information
  • Demonstrated success managing complex calendars, schedules, meetings, and administrative operations
  • Experience coordinating meetings, presentations, and virtual events
  • Strong proficiency with Microsoft Office Suite and standard business software applications
  • Excellent written and verbal communication skills, including the ability to draft, edit, and proofread professional correspondence
  • Strong organizational, analytical, and problem-solving abilities
  • Demonstrated ability to manage multiple priorities in a fast-paced environment with competing deadlines
  • Ability to exercise sound judgment, maintain confidentiality, and work independently
  • Strong customer service and interpersonal skills with the ability to work effectively with diverse audiences
  • Ability to learn and apply university and CSU policies, procedures, and regulations

Qualifications

  • Preferred: Experience working in higher education
  • Preferred: Experience supporting executive-level meetings, travel coordination, and reimbursement processes
  • Preferred: Experience supporting large-scale virtual meetings or presentations
  • Preferred: Experience creating presentations, infographics, and visual communication materials using PowerPoint, Canva, Adobe Creative Suite, or similar tools

Pay

Salary Range: $80,004- 92,004 annually

Schedule

This position is classified as a Confidential Administrative Support III and is an Exempt position.

Benefits

Emphasis on maintaining a healthy work-life balance with ample PTO and flexibility, which includes up to 24 vacation days per year (based on employee group/services)

Enjoy the vibrant campus life with access to athletic and gym facilities, renowned sporting events, artist events, and world-renowned speakers

Numerous professional development opportunities to advance your career including tuition waivers for yourself, a spouse, registered domestic partner or an eligible dependent child across any of the 23 CSU campuses

Two different retirement plans catered to fit your personal saving goals: CalPERS Retirement Plan or 403(b) Supplemental Retirement Plan (Similar to a 401k plan)

Medical benefits tailored to support various life stages

We recognize that transportation to and from work can be expensive and we are here to help support you with pre-tax commuter benefits

Equal Employment Opportunity

The CSU system is committed to creating an inclusive environment that values diversity and equal opportunity. Qualified applicants will receive consideration for employment without regard to race, color, religion, national origin, sex, gender identity, gender expression, sexual orientation, age, disability, veteran status, or other protected status under applicable law.

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