Executive Assistant to the Chief of Staff & Senior Associate Vice President

Job Summary

The Executive Assistant provides highly complex administrative office support for the Chief of Staff and the Office of the President. The incumbent performs specialized work of a highly sensitive and confidential nature requiring access to a variety of sources and forms of information as well as special projects requiring extensive research and analysis including responsibility for the financial and personnel duties in the Office of the President. The Executive Assistant also supports Cabinet-level and department leadership search processes campus-wide activities and events hosted by the Office of the President; provides office support and guidance to confidential administrative support counterparts within and outside the division; and contributes to a welcoming environment for all students employees and community members. This positions responsibilities support the overall operations of the Office of the President.

Key Responsibilities

• Provide direct administrative support to the Chief of Staff (COS) including receipt and review of sensitive inbound correspondence production of presentation materials and other communications as well as project management.
• Oversee or assist with technical and facility needs and requests of the COS.
• Coordinate travel including pre-approval logistics and reimbursements; reconciles ProCard GoCard and Tower Card.
• Anticipate the administrative needs of the Office of the President and the COS while managing multiple tasks of a confidential and sensitive nature.
• Coordinate and perform executive administrative and project management support for special committees events and projects as assigned by the President or COS.
• Communicate and maintain policies guidelines and procedures to support the accurate functions of the office.
• Sensitively communicate on behalf of the office with high-ranking university officials community leaders campus colleagues and the general public while maintaining strict confidentiality where needed.
• Coordinate sensitive administrative logistical tasks / timelines associated with Executive Searches.
• Assist with high level support for the planning executing and posting of payment for projects from all the departments listed under the President Office.
• Coordinate and process all personnel actions for staff and students working in the office of the president including : hiring recruitment onboarding offboarding performance reviews and disciplinary actions.
• Request access to university-issued equipment and systems applications to maintain productivity while in the office or working remotely.
• Process Presidents Emeritus Granting letters for all Emeritus faculty and staff.
• Coordinate annual office assessment and improvement process including assembling relevant materials preparing the agenda and creating a template for the report and recommendations.
• Work collaboratively with the Finance office to manage monitor and oversee the office budget including processing financial transactions such as requisitions POs contracts and reconciling credit card transactions.
• Assist with the coordination of special events in the Office of the President while coordinating with other campus entities that contribute to group and social cohesion within the division and across campus staff events as necessary.
• Coordinate office administrative / logistical tasks associated with the various annual awards sponsorship requests and events that require decisions by the President.

Knowledge Skills & Abilities

Required Qualifications

Preferred Qualifications

Compensation

Classification : Confidential Administrative Support II

Anticipated Hiring Range : $7472 / month - $7875 / month

CSU Salary Range : $4464 / month - $10669 / month

San José State University offers employees a comprehensive benefits package typically worth 30-35% of your base salary. For more information on programs available please see the Employee Benefits Summary.

Application Procedure

Click Apply Now to complete the SJSU Online Employment Application and attach the following documents :

All applicants must apply within the specified application period : December 5 2025 through December 18 2025 . This position is open until filled; however applications received after screening has begun will be considered at the discretion of the university.

Contact Information

University Personnel

CSU Vaccination Policy

The CSU strongly recommends that all individuals who access any in-person program or activity (on- or off-campus) operated or controlled by the University follow COVID-19 vaccine recommendations adopted by the U.S. Centers for Disease Control and Prevention (CDC) and the California Department of Public Health (CDPH) applicable to their age medical condition and other relevant indications and comply with other safety measures established by each campus. The system wide policy can be found athttps : / / questions may be sent to .

Additional Information

Satisfactory completion of a background check (including a criminal records check) is required for employment. SJSU will issue a contingent offer of employment to the selected candidate which may be rescinded if the background check reveals disqualifying information and / or it is discovered that the candidate knowingly withheld or falsified information. Failure to satisfactorily complete the background check may affect the continued employment of a current CSU employee who was offered the position on a contingent basis.

The standard background check includes : criminal check employment and education verification. Depending on the position a motor vehicle and / or credit check may be required. All background checks are conducted through the universitys third party vendor Accurate Background. Some positions may also require fingerprinting. SJSU will pay all costs associated with this procedure. Evidence of required degree(s) or certification(s) will be required at time of hire.

SJSU IS NOT A SPONSORING AGENCY FOR STAFF OR MANAGEMENT POSITIONS. (e.g. H1-B VISAS)

All San José State University employees are considered mandated reporters under the California Child Abuse and Neglect Reporting Act and are required to comply with the requirements set forth in CSU Executive Order 1083 as a condition of employment. Incumbent is also required to promptly report any knowledge of a possible Title IX related incident to the Title IX Officeor report any discrimination harassment and / or retaliation to the Office of Equal Opportunity.

Jeanne Clery Disclosure of Campus Security Policy and Crime Statistics Act and Campus Housing Fire Safety Notification :

Pursuant to the Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act the Annual Security Report (ASR) is also now available for viewing at ASR contains the current security and safety-related policy statements emergency preparedness and evacuation information crime prevention and Sexual Assault prevention information and information about drug and alcohol prevention programming. The ASR also contains statistics of Clery crimes for San José State University locations for the three most recent calendar years. A paper copy of the ASR is available upon request by contacting the Office of the Clery Director by phone at or by email at .

Pursuant to the Higher Education Opportunity Act the Annual Fire Safety Report (AFSR) is also available for viewing at The purpose of this report is to disclose statistics for fires that occurred within SJSU on-campus housing facilities for the three most recent calendar years and to distribute fire safety policies and procedures intended to promote safety on Campus. A paper copy of the AFSR is available upon request by contacting the Housing Office by phone at or by email at .

Campus Security Authority - In accordance with the Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act (Clery Act) and CSU systemwide policy this position is subject to ongoing review for designation as a Campus Security Authority. Individuals that are designated as Campus Security Authorities are required to immediately report Clery incidents to the institution and complete Clery Act training as determined by the university Clery Director.

Equal Employment Statement

San José State University is an equal opportunity employer. The university prohibits discrimination based on age ancestry caste color disability ethnicity gender gender expression gender identity genetic information marital status medical condition military status nationality race religion religious creed sex sexual orientation sex stereotype and veteran status. This policy applies to all San José State University students faculty and staff as well as university programs and activities. Title IX of the Education Amendments of 1972 and certain other federal and state laws prohibit discrimination on the basis of sex in all education programs and activities operated by the university (both on and off campus). Reasonable accommodation is made for applicants with disabilities who self-disclose. San José State University employees are considered mandated reporters under the California Child Abuse and Neglect Reporting Act and are required to comply with the requirements set forth in CSU Executive Order 1083 as a condition of employment.

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Required Experience :

IC

Key Skills

Digital Marketing,Information Systems,F&B,Biomedical,Air Conditioning

Employment Type : Full-Time

Experience : years

Vacancy : 1