Executive Assistant to Senior Vice Provost and Accreditation Liaison Officer

San José State University•San Jose, CA

7d•$7,800 - $8,584

About The Position

The Executive Assistant to the Senior Vice Provost and Accreditation Liaison Officer provides high-level executive, operational, and strategic support across a broad and evolving portfolio within Academic Affairs. This position functions as a key partner in managing division-wide priorities that span faculty success, student success, institutional research and strategic analytics, undergraduate and graduate education, assessment, and accreditation. The Executive Assistant manages complex workflows, facilitates communication across multiple units and divisions, and ensures alignment of initiatives with institutional priorities and the university’s strategic plan. The incumbent operates with a high degree of autonomy, discretion, and judgment in handling sensitive and confidential matters, including personnel, labor relations, and executive communications. The Executive Assistant plays a critical role in advancing cross-functional initiatives by providing project management and operational oversight for division-wide efforts led by the Senior Vice Provost. This position regularly engages with senior leaders, deans, directors, and external partners, and is responsible for synthesizing information, supporting decision-making processes, and ensuring timely execution of priorities. The incumbent independently plans, prioritizes, and executes work that has broad impact across Academic Affairs and the university, serving as a liaison, problem-solver, and coordinator for complex initiatives that advance institutional effectiveness and institutional excellence.

Requirements

Demonstrated ability to manage complex executive-level operations in a dynamic, high-volume environment with competing priorities
Ability to exercise independent judgment, discretion, and sound decision-making in handling sensitive and confidential matters
Advanced ability to plan, prioritize, and coordinate work across multiple units and stakeholders, ensuring alignment with organizational goals
Strong ability to facilitate communication and collaboration across diverse constituencies, including senior leadership, faculty, staff, and external partners
Ability to anticipate needs, identify issues, and proactively develop solutions to support executive-level priorities
Demonstrated skill in project coordination and workflow management, including tracking deliverables, timelines, and interdependencies
Ability to interpret, apply, and communicate complex policies and procedures (state, federal, CSU, and university-level)
Strong organizational and systems-thinking skills, with the ability to develop and improve administrative processes and operational workflows
Excellent written and oral communication skills, including the ability to draft and edit executive-level correspondence and reports
Ability to manage and synthesize large volumes of information and present information clearly and effectively for decision-making support
Demonstrated ability to maintain effective working relationships and navigate complex organizational structures
Ability to work independently under administrative direction, exercising initiative and accountability for outcomes
Strong attention to detail and ability to perform accurately in a fast-paced environment
Proficiency with office and collaboration technologies (e.g., Google Workspace, Microsoft Office, Adobe Acrobat) and ability to learn new systems as needed.
Knowledge of accessible communication practices and digital accessibility standards
Bachelor’s degree or professional training program specific to the position and directly related work experience, or a combination of education and experience which demonstrates the ability to perform the essential functions of the position
Four years of administrative work experience

Nice To Haves

Experience providing executive-level administrative or operational support to senior leaders in higher education or similarly complex organizations
Demonstrated experience coordinating initiatives or projects that span multiple units, departments, or divisions
Experience supporting executive communications, including preparation of briefings, reports, and high-level correspondence
Familiarity with higher education structures, shared governance, and policies, particularly within academic affairs environments
Experience developing or improving administrative processes, workflows, or systems to support organizational effectiveness

Responsibilities

Serve as the primary liaison and executive support partner to the Senior Vice Provost, managing priorities across a broad Academic Affairs portfolio
Coordinate complex scheduling, meetings, and workflows involving senior leadership, deans, and external partners
Prepare and coordinate executive-level communications, including agendas, briefings, correspondence, and presentations
Independently assess priorities, anticipate needs, and ensure timely execution of high-level initiatives
Handle sensitive and confidential information with discretion, including personnel, labor relations, and executive matters
Coordinate activities across units within the Senior Vice Provost’s portfolio, ensuring alignment of initiatives across Academic Affairs
Facilitate communication and collaboration among colleges, departments, and administrative units
Track progress of division-wide priorities and ensure timely follow-up on action items and deliverables
Serve as a central point of contact for cross-functional initiatives, ensuring continuity and operational efficiency
Support implementation of strategic priorities by coordinating logistics, timelines, and stakeholder engagement
Coordinate planning and execution of division-level initiatives, meetings, and events
Develop and maintain project timelines, task tracking systems, and communication plans
Ensure alignment of project activities across multiple stakeholders and units
Monitor project milestones and escalate issues as needed to support successful completion
Provide logistical and operational support for initiatives related to faculty, student, and institutional priorities
Coordinate dissemination of communications across the Senior Vice Provost’s portfolio to ensure consistency and clarity
Draft, edit, and manage executive correspondence, reports, and communications
Maintain web and digital platforms, ensuring accessibility (ADA compliance) and accuracy of information
Oversee day-to-day administrative operations in coordination with Office of the Provost staff
Manage budget tracking, purchasing, and resource coordination for the Senior Vice Provost’s office