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
• 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
• Support committees, task forces, advisory groups, and working groups chaired by or involving the Vice Provost
• Advise the Vice Provost and, as appropriate, others within the unit on CSU and SJSU policies and procedures for budget administration
• Develop and administer the budget in collaboration with Academic Business and Strategic Operations (ABSO)
• 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
• Intake and track 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

Qualifications

• Equivalent to a bachelor's degree in a related field
• Two years of relevant experience