Executive Assistant & Operations Coordinator

The California State University; San Jose (CA); On-site; USD 87,070 - 94,246; Full time

Benefits offered by this job

Comprehensive benefits package

Competitive salary

Job summary

A reputable university in San Jose is seeking an Executive Assistant and Operations Coordinator to provide strategic program leadership and oversee daily administrative operations. The role requires a bachelor's degree and four years of relevant experience, alongside strong analytical and communication skills. Competitive salary expected to range from $7,802 to $8,445 monthly with a comprehensive benefits package.

Qualifications

• Four years of relevant experience preferred.
• Ability to manage multiple priorities and deadlines.
• Proficient in standard office technologies.

Responsibilities

• Provide advanced administrative and operational support.
• Analyze and develop policies and procedures.
• Manage communications with internal and external stakeholders.

Skills

Administrative operations

Analytical skills

Written communication

Problem-solving skills

Data management

Education

Bachelor’s degree in a related field

Job description

Job Summary

Under the general supervision of the Senior Associate Vice President, the Executive Assistant and Operations Coordinator provides strategic program leadership through planning, analysis, development, and evaluation of complex, high‑impact initiatives. The role also oversees daily administrative operations and may provide lead direction to staff. The Maintenance & Operations of Facilities Development & Operations provides directory and coordinator services to the University campus spread across multiple sites comprised of +167 acres, 85 buildings, and more than six, million gross square feet.

Key Responsibilities

• Provide advanced administrative and operational support, including coordination of programs, projects, and organizational priorities with campus-wide impact
• Analyze, develop, and evaluate policies and procedures; recommend improvements based on strategic and operational needs
• Serve as a primary liaison for internal and external stakeholders, managing communications and sensitive matters with professionalism and discretion
• Oversee and coordinate daily administrative operations, including records management, reporting, and workflow tracking using computerized systems
• Record work efforts in detail within computerized recordkeeping systems and, where directed, on log sheets, and keep accurate time records to ensure appropriate documentation
• Provide lead work direction, training, and guidance to administrative or support staff as needed
• Maintain inventory and records, order parts and supplies
• Support planning and implementation of initiatives aligned with departmental and campus goals

Knowledge, Skills & Abilities

• Advanced knowledge of administrative operations, program management, and public/business administration principles
• Strong analytical and problem‑solving skills, with the ability to evaluate complex issues and develop strategic solutions
• Excellent written and verbal communication skills, including the ability to present information and build consensus across diverse stakeholders
• Demonstrated ability to manage multiple priorities, meet deadlines, and adapt to changing operational demands
• Ability to exercise sound judgment, discretion, and confidentiality in handling sensitive information
• Proficiency in data management, reporting systems, and standard office technologies

Required Qualifications

• Equivalent to a bachelor’s degree in a related field
• Four years of relevant experience
• Additional experience that demonstrates acquired and successfully applied knowledge and abilities may be substituted for the required education on a year‑for‑year basis

Preferred Qualifications

• Extensive and in-depth knowledge of and ability to apply expertise in advanced theories, principles, methods, and practices associated with the functional specialty or program area
• Ability to effectively communicate with and influence high-level and diverse contacts inside and outside of the organization
• Knowledge of project management, including research and analytical methodologies and the ability to interpret and integrate complex data
• Ability to anticipate problems and assess the impact of proposed solutions across organizational areas

Compensation

Classification: Executive Assistant III
Anticipated Hiring Range: $7,802/month – $8,445/month (Step 16 – Step 20)
CSU Salary Range: $5,797/month – $8,445/month (Step 1 – Step 20)
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: March 27, 2026, through April 15, 2026. This position is open until filled; however, applications received after screening has begun will be considered at the discretion of the university.

Work Schedule

Monday – Friday, 8:00 a.m. to 4:30 p.m.
May require occasional evening or weekend work to meet operational needs or respond to emergencies.

Contact Information

University Personnel
[e-mail]
408‑924‑2252

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.