Executive Assistant to the Vice President - San Francisco State University
About The Position
Another Source is partnering with San Francisco State University (SFSU) to find an Executive Assistant to the Vice President of Administration & Finance. This role is highly visible and serves as a trusted partner to the VP/CFO, supporting executive operations, communications, scheduling, special projects, and key initiatives. The ideal candidate is an experienced executive support professional who excels at building relationships, managing competing priorities, and enabling senior leaders to perform at their best. SFSU, part of the California State University system, is a public institution known for academic excellence, social justice, and student success, located in San Francisco. The Administration & Finance Division is crucial to the university's mission, overseeing financial operations, strategic planning, budgeting, business services, and administrative functions. This position offers significant visibility within a complex university environment.
Requirements
- Bachelor's degree and at least three years of progressively responsible administrative or executive support experience, or an equivalent combination of education and experience.
- Experience supporting executive-level leaders and managing confidential and sensitive information.
- Demonstrated success managing complex calendars, schedules, meetings, and administrative operations.
- Experience coordinating meetings, presentations, and virtual events.
- Strong proficiency with Microsoft Office Suite and standard business software applications.
- Excellent written and verbal communication skills, including the ability to draft, edit, and proofread professional correspondence.
- Strong organizational, analytical, and problem-solving abilities.
- Demonstrated ability to manage multiple priorities in a fast-paced environment with competing deadlines.
- Ability to exercise sound judgment, maintain confidentiality, and work independently.
- Strong customer service and interpersonal skills with the ability to work effectively with diverse audiences.
- Ability to learn and apply university and CSU policies, procedures, and regulations.
Nice To Haves
- Experience working in higher education.
- Experience supporting executive-level meetings, travel coordination, and reimbursement processes.
- Experience supporting large-scale virtual meetings or presentations.
- Experience creating presentations, infographics, and visual communication materials using PowerPoint, Canva, Adobe Creative Suite, or similar tools.
Responsibilities
- Manage a complex and dynamic executive calendar, coordinating meetings, appointments, university commitments, and CSU-related engagements.
- Prepare, review, and coordinate confidential personnel, budgetary, payroll, and executive-level materials requiring a high degree of discretion.
- Anticipate scheduling needs, resolve conflicts, and ensure priorities are effectively managed.
- Coordinate travel arrangements, reimbursements, registrations, itineraries, and related documentation.
- Prepare and distribute executive correspondence, reports, presentations, and briefing materials.
- Support university committees and leadership meetings, including the monthly University Budget Committee meetings.
- Create professional presentations, visual communications, charts, and informational materials for executive audiences.
- Coordinate conferences, retreats, workshops, and special events on behalf of the VP/CFO.
- Serve as the primary point of contact for visitors, callers, and campus stakeholders engaging with the Administration & Finance office suite.
- Maintain organized office operations, filing systems, supplies, records, and administrative processes.
- Coordinate incoming and outgoing mail, deliveries, and service requests.
- Support division-wide communications and administrative initiatives.
- Provide lead work direction to student assistants supporting the office.
- Coordinate recruitment, onboarding, training, scheduling, and daily work assignments for student assistants.
- Monitor staffing allocations, work quality, and office coverage needs for student assistants.
- Facilitate communication between Administration & Finance departments and campus partners.
- Support meetings, events, and divisional initiatives.
- Build and maintain positive working relationships across a diverse campus community.
- Serve as a professional representative of the VP/CFO's office with internal and external stakeholders.
Benefits
- Exceptional CSU benefits
- Ample PTO and flexibility, including up to 24 vacation days per year
- Access to athletic and gym facilities
- Access to renowned sporting events, artist events, and world-renowned speakers
- Numerous professional development opportunities
- Tuition waivers for yourself, a spouse, registered domestic partner or an eligible dependent child across any of the 23 CSU campuses
- Two different retirement plans: CalPERS Retirement Plan or 403(b) Supplemental Retirement Plan
- Medical benefits tailored to support various life stages
- Pre-tax commuter benefits
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What This Job Offers
Job Type
Full-time
Career Level
Entry Level
