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Job Summary

Reporting to the Chief of Staff and with limited supervision, 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 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 position’s 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 President’s 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

• Demonstrated ability to communicate effectively in written and oral communication and with sensitivity to different audiences
• Thorough knowledge of and ability to apply extensive expertise to the principles, policies, and practices related to techniques of organization, administration, and functions of a highly sensitive and confidential executive office
• Thorough knowledge of software applications such as MS Office products including Word, Excel, and PowerPoint, Google Suite, Google Mail, calendar, docs, sheets, forms, etc., and database management
• Working knowledge of operational and fiscal analysis and techniques as well as software applications
• Ability to effectively compose, edit, and appropriately format correspondence and reports
• Skill in the research, development, and evaluation of policies and programs, including the collection, evaluation, and interpretation of data to develop sound conclusions and make appropriate recommendations
• Ability to use tact and good judgment in responding to requests for information and/or interpretation of policies or procedures
• Ability to take initiative and independently plan, organize, coordinate, and perform work in various situations where numerous and diverse demands are involved
• Ability to perform accurately in a detail-oriented environment; handle multiple work priorities; organize, set deadlines, and plan work and projects
• Ability to apply a high degree of judgment, discretion, and initiative in coordinating activities associated with the President's Office
• Ability to process information quickly for a fast-paced office
• Ability to establish and maintain effective working relationships with high-ranking campus administrators, community leaders, and the public

Required Qualifications

• Bachelor’s degree or professional training program specific to the position and directly related work experience, or a combination of education and experience which demonstrates the ability to perform the essential functions of the position
• Three years of administrative work experience

Preferred Qualifications

• Bachelor’s Degree
• Professional training in executive support
• Five years of progressively responsible professional office coordination experience
• Experience supporting executive management
• Budget management experience
• Experience in a higher education environment

Compensation

Classification: Confidential Administrative Support II
Anticipated Hiring Range: $7,472/month - $7,875/month
CSU Salary Range: $4,464/month - $10,669/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:

• Resume
• Letter of Interest

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
jobs@sjsu.edu
408-924-2252

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 at https://calstate.policystat.com/policy/9779821/latest/ and questions may be sent to jobs@sjsu.edu.

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 university's 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 Office or 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 https://www.sjsu.edu/clery/docs/SJSU-Annual-Security-Report.pdf. The 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 408-924-1501 or by email at clerycompliance@sjsu.edu.

Pursuant to the Higher Education Opportunity Act, the Annual Fire Safety Report (AFSR) is also available for viewing at https://www.sjsu.edu/clery/docs/SJSU-Annual-Fire-Safety-Report.pdf. 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 408-795-5600 or by email at uhs-frontdesk@sjsu.edu.

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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