Executive Assistant and Communication Lead

CSU Careers • San José, CA

5h

About The Position

Reporting to the Director of Resources and Operations in the College of Social Sciences and receiving work lead direction from the Dean of the College of Social Sciences, the Executive Assistant (EA) to the Dean and Communications Lead enhances the dean's effectiveness by managing internal and external communications. The Executive Assistant performs duties independently to achieve specified outcomes. This position manages all communications to and from the dean's office and provides programmatic and administrative support for the dean, including support for planning and scheduling meetings, conferences, small to medium-sized events, travel, the Council of Chairs, faculty recruitment, special programs with alumni, corporate and private donors, and various college promotional activities. The EA provides information management support by drafting documents and memos, preparing reports and presentations, and remaining current on relevant University and CSU policies and procedures. The Executive Assistant and Communications Lead must work collaboratively and effectively to establish and maintain working relationships for all employees.

Requirements

• Ability to communicate with constituents in a professional and respectful manner
• Knowledge of general administrative practices, programs, and methodologies
• General knowledge of business administration
• Skilled in following guidelines and providing input and feedback
• Strong organizational and time management skills to plan, organize, and prioritize work
• Analytical skills to collect, analyze, and summarize data and metrics
• Strong written and oral communication and interpersonal skills
• Excellent attention to detail and accuracy
• Advanced skills in leading, training, and mentoring administrative staff, student employees, and volunteers
• Proficiency in current word processing, spreadsheet, and relevant software applications
• Ability to handle confidential and sensitive information with discretion and maintain strict confidentiality
• Ability to work independently and as part of a team as well as build relationships
• Flexibility to adapt to changing priorities and deadlines
• Ability to collaborate with teams and departments to facilitate project implementation and ensure alignment with strategic goals
• Ability to conduct relevant research, gathers data, and prepares reports and presentations as required
• Ability to maintain confidentiality of executive discussions, decisions, and strategic initiatives
• Thorough and advanced knowledge of the principles, problems, and methods of business administration and operational and fiscal management
• Excellent project planning skills, with the ability to manage multiple projects and deadlines simultaneously
• Advanced public and internal relations skills to effectively represent the university leader, engage and collaborate with internal stakeholders, and manage relationships with external stakeholders
• Thorough knowledge of and ability to apply extensive expertise to complex programs and/or administrative specialties, including pertinent laws and regulations
• Expertise in administrative survey techniques, operations, and systems analysis, including the ability to interpret and evaluate results to develop sound conclusions and recommend new or revised policies
• Equivalent to a bachelor’s degree in a related field
• Four 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.

Nice To Haves

• Experience providing high level administrative support with experience maintaining confidentiality
• Excellent technical office skills in developing presentation materials, creating and analyzing spreadsheets, merging data, and calendaring,
• Experience using tools such as: Microsoft Word, Excel, PowerPoint, Google mail and calendar, and/or other applications
• Experience preparing written and electronic correspondence for media, newsletters, websites, and social media
• Project management skills in overseeing complex projects and events
• Supervisory experience in leading and overseeing work of others
• Excellent written communication skills

Responsibilities

• Provide day-to-day administrative support for Dean and support for committees & task forces chaired by the Dean and the Dean's delegates
• Serve as the Dean’s primary point of contact and follow-up with appropriate parties on behalf of the Dean to ensure deadlines are met
• Oversee the executive’s calendar, proactively scheduling and prioritizing meetings and events, and anticipating scheduling conflicts
• Coordinate complex schedules, travel arrangements, and competing priorities
• Prepare meeting materials, agendas, briefing documents, etc. and ensure the executive is well-prepared for engagements
• Oversee logistics for executive-level meetings, conferences, and other events
• Prepare meeting agendas, take minutes, and distribute meeting materials
• Draft and edit correspondence, reports, and presentations for the executive’s review and approval
• Maintain the executive office/unit services by organizing operations and procedures
• Coordinate and direct all traffic into Dean’s office or contacts with Dean; identify and prioritize requests
• Manage the Dean’s calendar including scheduling appointments and managing database of necessary contacts
• Manage Dean’s travel and reimbursements
• Draft and follow through on routine correspondence for Dean
• Provide representation of the university commencement committee
• Serve as college’s primary safety officer including attendance at safety meetings, managing emergency response communications, and directing other staff (i.e., fire drills, recruiting Building Emergency Team members)
• Manage processes for: department chair elections and reviews; tenure track faculty recruitment and appointments, faculty reassignments; and representatives on college and university committees
• Responsible for planning, designing, promoting, implementing and managing College events for internal and external constituents such as donor stewardship and alumni engagement events, all-college faculty and staff meetings, community/industry/education partner visits, SJSU Dean’s lunches, faculty lunches, CCDG and Council of Chairs meetings, and dean’s meetings with students, and other events as assigned
• Prepare agendas, secures facilities and catering, manages budgets and expenditures
• Plan and manage events for internal constituents
• Execute special projects assigned by the executive or appropriate administrator
• Provide recruitment support or position management support to the unit
• Serve as COSS liaison with University Advancement on SJSU wide media and storytelling campaigns
• Maintain College events and deadlines calendar and promote events via university events calendar
• Lead content development and coordination of COSS website and blog
• Manage College blog and social media accounts (i.e., Facebook, Twitter, and Instagram)
• Work closely with the Dean team to recommend, research, and prepare materials for presentations
• Lead content development and coordinate regularly scheduled electronic newsletter for faculty, staff, students, as well as monthly newsletter and annual report for external stakeholders
• Advise the Dean on initiatives and outreach efforts with community/industry/education/government partners
• Assist with direction, guidance, and mentorship to less experienced staff

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

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level