Executive Assistant to the Vice Provost

San José State University•San Jose, CA

2d•$5,274 - $7,684•Onsite

About The Position

Reporting to the Vice Provost for Academic Innovation, the Executive Assistant functions as a strategic administrative partner to the Vice Provost and serves as the primary coordinator for executive communications, project management, information management, and executive operations for the Academic Innovation unit. Working under general supervision, the incumbent is responsible for calendar management, coordinating complex schedules, supporting strategic initiatives, and overseeing executive-level meetings and events. The Executive Assistant also serves as a key liaison between the Vice Provost, Academic Innovation program managers, university leadership, faculty, staff, students, and community partners. The incumbent exercises discretion and independent judgment in handling confidential matters, coordinating administrative operations, supporting budget and procurement activities, and assisting with personnel, facilities, and operational processes that support the efficient functioning of the Academic Innovation unit.

Requirements

Ability to communicate with constituents in a professional and respectful manner
Excellent oral and written communication skills, including the ability to prepare timely, accurate, and appropriately formatted correspondence, reports, presentations, and other communications for diverse internal and external constituencies
Working knowledge of executive-level administrative practices and project management principles
Strong organizational, planning, and project coordination skills, with the ability to independently prioritize, manage multiple competing demands, balance a heavy workload, and maintain a high level of productivity, accuracy, and attention to detail
Ability to take initiative, anticipate issues, and proactively develop and implement solutions in a dynamic and fast-paced environment
Knowledge of research, policy and program development, and evaluation methods, including the ability to collect, analyze, interpret, and present data to develop sound conclusions and recommendations
Ability to investigate, analyze, and resolve complex administrative and operational issues with broad organizational impact
Ability to make sound, logical, and timely decisions in complex situations where precedent may not exist
Ability to provide lead work direction, training, and guidance to student assistants
Proficiency in Google Workspace, Microsoft Office, PeopleSoft, DocuSign, and related business applications
General awareness of emerging technologies, including artificial intelligence (AI), and a willingness to develop skills in their appropriate, responsible, and ethical use in a higher education environment, consistent with institutional policies and practices
Equivalent to a bachelor's degree in a related field
Two 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

Bachelor's degree or equivalent combination of education and experience
Experience providing executive-level administrative support
Experience supporting budgets, procurement, travel, and personnel processes
Experience coordinating projects, events, and special initiatives
Experience working within the CSU system or a public higher education environment
Experience supervising or providing lead work direction to student assistants
Experience preparing executive communications, presentations, websites, newsletters, or reports

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
Monitor incoming communications and exercise judgment to determine urgency, priority, and the appropriate response.
Prepare meeting materials and track action items to ensure timely completion
Utilize campus’s Google Drive to maintain executive files, records, and document tracking systems
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
Conduct research, gather data, and prepare reports, presentations, and briefing materials
Collaborate with Academic Innovation program managers and campus partners to support implementation of initiatives and ensure alignment with unit priorities
Support committees, task forces, advisory groups, and working groups chaired by or involving the Vice Provost
Advises the Vice Provost and, as appropriate, others within the unit on CSU and SJSU policies and procedures for budget administration
Develops and administers the budget in collaboration with Academic Business and Strategic Operations (ABSO)
Provide administrative coordination for unit budget tracking, procurement, and travel transactions, ensuring compliance with CSU and campus policies and required timelines
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
Intakes and tracks 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