Executive Assistant to the Vice President for Research and Innovation

CSU Careers•San José, CA

About The Position

Reporting to the Vice President for Research and Innovation (VPRI), the Executive Assistant provides highly complex, confidential administrative and analytical support to the Office of the VPRI. Working with limited supervision, the position independently manages sensitive communications, executive operations, budget oversight, special projects, and division-wide initiatives requiring sound judgment and discretion. As a primary liaison among campus partners, the Research Foundation, the Chancellor’s Office, and external constituents, the position advances efficient operations and timely execution of strategic priorities.

Requirements

Bachelor’s degree or professional training program specific to the position and directly related work experience, or a combination of education and experience demonstrating the ability to perform the essential functions of the position.
Three years of administrative work experience.
Ability to maintain strict confidentiality and exercise sound judgment when handling sensitive personnel, legal, financial, and organizational matters.
Ability to independently analyze complex administrative issues, develop practical solutions, and make well-reasoned recommendations.
Excellent written and oral communication skills, including the ability to compose, edit, and format professional correspondence, reports, and presentations.
Ability to organize, prioritize, and complete multiple time-sensitive assignments and projects accurately and with minimal supervision.
Knowledge of administrative, operational, and fiscal analysis methods, including budget monitoring, account reconciliation, and expenditure processing.
Ability to interpret and apply University and CSU policies, procedures, and delegation-of-authority requirements, using discretion when precedents do not exist.
Strong project and event management skills, including planning, coordination, follow-through, and adjustment of competing priorities.
Ability to establish and maintain productive, professional relationships with senior leaders, campus partners, external agencies, and diverse constituents.
Ability to use Microsoft Office, Google applications, email, Adobe, and information systems to support analysis, research, reporting, and communication.
Ability to learn PeopleSoft and database management tools and to responsibly use emerging technologies, including artificial intelligence, in accordance with institutional practices.

Nice To Haves

Master’s degree.
Two years of experience providing administrative support to a vice president, dean, executive, cabinet-level administrator, or comparable senior leader.
Two years of experience handling confidential personnel, labor relations, grievance, investigation, disciplinary, legal, or other sensitive organizational matters.
One year of experience monitoring budgets, reconciling accounts, processing expenditures, or preparing financial reports.

Responsibilities

Manage sensitive administrative matters, communications, and records involving personnel issues, grievances, investigations, legal proceedings, budgets, and strategic initiatives.
Serve as the primary point of contact for the Office of the VPRI; screen calls and inquiries, greet visitors, resolve routine issues, and direct matters to appropriate staff.
Manage the VPRI’s calendar, priorities, correspondence, commitments, and follow-up activities while exercising independent judgment and discretion.
Review, assess, and prioritize communications and briefing materials; analyze issues and provide recommendations to support executive decision-making.
Coordinate office operations, policies, procedures, personnel transactions, attendance review, and administrative support for committees and search processes.
Compose, edit, and distribute complex confidential correspondence, reports, presentations, campus communications, and division newsletters.
Lead special projects from planning through completion, including research, performance metrics, strategic planning activities, proposal processes, and reports.
Manage, monitor, and reconcile office budgets and accounts; authorize expenditures and process invoices, purchases, travel, payroll, and related documentation.
Plan and deliver division meetings, workshops, and events, including logistics, materials, on-site coordination, and post-event reporting.
Represent the Office of the VPRI and cultivate effective working relationships with campus leadership, the Research Foundation, the Chancellor’s Office, Board members, and external partners.