Executive Assistant to the Vice Provost

About the role

The Executive Assistant functions as a strategic administrative partner to the Vice Provost for Academic Innovation, serving as the primary coordinator for executive communications, project management, information management, and executive operations for the Academic Innovation unit.

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
• Maintain executive files, records, and document tracking systems using campus’s Google Drive
• Support committees, task forces, advisory groups, and working groups chaired by or involving the Vice Provost
• 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
• Develop and maintain project timelines, status reports, tracking tools, and project documentation
• Collaborate with Academic Innovation program managers and campus partners to support implementation of initiatives and ensure alignment with unit priorities
• Advise the Vice Provost on CSU and SJSU policies and procedures for budget administration
• Develop and administer the budget in collaboration with Academic Business and Strategic Operations (ABSO)
• Provide lead work direction and training to student assistants, as needed

Qualifications

• Equivalent to a bachelor's degree in a related field
• Two years of relevant experience. Additional experience which demonstrates acquired and successfully applied knowledge and abilities shown above may be substituted for the required education on a year-for-year basis. An advanced degree in a related field may be substituted for the required experience on a year-for-year basis.
• Experience providing executive-level administrative support
• Experience supporting budgets, procurement, travel, and personnel processes
• Experience coordinating projects, events, and special initiatives
• Experience working within the CSU system or a public higher education environment
• Experience supervising or providing lead work direction to student assistants
• Experience preparing executive communications, presentations, websites, newsletters, or reports

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

Classification: Executive Assistant II
Anticipated Hiring Range: $6,303/month - $6,960/month (Step 10 – Step 15)
CSU Salary Range: $5,274/month - $7,684/month (Step 1 – Step 20)

Schedule

Full Time