Executive Assistant

Another Source • San Francisco, CA

21h • Onsite

About The Position

Another Source is proud to partner with San Francisco State University in the search for an Executive Assistant to the Vice President of Administration & Finance. This highly visible role offers the opportunity to serve as a trusted partner to the VP/CFO, supporting executive operations, communications, scheduling, special projects, and key initiatives that impact the university. The ideal candidate is an experienced executive support professional who enjoys building relationships, managing competing priorities, and helping senior leaders operate at their best. Interested in joining a collaborative campus community and making an impact at one of California's leading public universities? We'd love to connect.

Description: What you'll be doing
Another Source’s client, San Francisco State University, is recruiting an Executive Assistant to join their Administration and Finance team in San Francisco, CA. (Internally, this position is classified as a Confidential Administrative Support III)

Here's a little about San Francisco State University:
As part of the California State University system, San Francisco State University is a nationally recognized public institution known for its commitment to academic excellence, social justice, and student success. Located in one of the world's most innovative and diverse cities, SFSU serves as a vibrant community of students, faculty, and staff while preparing graduates to make meaningful contributions across industries and communities. The Administration & Finance Division plays a critical role in supporting the university's mission by overseeing financial operations, strategic planning, budgeting, business services, and administrative functions that enable the institution to thrive. This role offers the opportunity to work closely with senior leadership and gain visibility across a complex university environment. Learn More: https://adminfin.sfsu.edu/

About this role:
This is a highly visible and trusted position supporting the Vice President & Chief Financial Officer and the broader Administration & Finance Division. As the Executive Assistant, you'll serve as a key partner in managing executive operations, communications, scheduling, events, and divisional priorities while handling sensitive information with discretion and professionalism. Working closely with the Director of Administration & Strategic Planning, you'll help ensure the VP/CFO's office operates efficiently and effectively while serving as an important liaison to university leaders, faculty, staff, students, CSU Chancellor's Office personnel, and external stakeholders. This role is ideal for an experienced administrative professional who enjoys working in a fast-paced environment, managing multiple priorities, and supporting executive leadership.

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
• Monitor staffing allocations, work quality, and office coverage needs
• 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

• Comprehensive benefits package
• Ample PTO and flexibility
• Up to 24 vacation days per year
• Access to athletic and gym facilities
• Access to renowned sporting events, artist events, and world-renowned speakers
• Professional development opportunities
• Tuition waivers for yourself, a spouse, registered domestic partner or an eligible dependent child
• CalPERS Retirement Plan
• 403(b) Supplemental Retirement Plan
• Medical benefits tailored to support various life stages
• Pre-tax commuter benefits

What This Job Offers

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