Executive Assistant to the Dean's Office

The California State University; San Jose (CA); On-site; USD 100,000 - 125,000; Full time

Job summary

A leading university in California seeks an Executive Assistant to support the Dean's Office. The role includes managing communications, organizing events, and ensuring confidentiality. Ideal candidates will have strong communication skills and a Bachelor's degree. Join a diverse team and contribute to the college's success.

Benefits

Comprehensive benefits

Qualifications

• At least two years of administrative experience involving policy development.
• Experience supporting high-level administration preferred.

Responsibilities

• Provide administrative support for the Dean and committees.
• Manage the flow of information into the Dean’s office.
• Coordinate small to medium-sized events and special projects.

Skills

Communication

Customer Service

Problem Solving

Education

Bachelor’s degree

Tools

Presentation Software

Spreadsheet Software

Social Media Management

Job description

Executive Assistant to the Dean's Office

Join to apply for the Executive Assistant to the Dean's Office role at The California State University

Job Summary

Reporting to the Sr. Director of Resources and Operations in the College of Information, Data and Society (CIDS) and receiving work lead direction from the Dean of CIDS, the Executive Assistant (EA) to the Dean enhances the dean's effectiveness by managing internal and external communications and representing the dean to a diverse community of stakeholders. The EA performs duties independently to achieve outcomes, managing all communications to and from the dean's office and providing support for meetings, conferences, events, travel, faculty recruitment, alumni programs, and college promotional activities. The EA drafts documents, prepares reports, and stays current on university policies, working collaboratively within a diverse environment and fostering inclusivity.

Key Responsibilities

• Provide administrative support for the Dean, committees, and task forces.
• Serve as the primary contact for the Dean, ensuring follow-up on requests and deadlines.
• Coordinate incoming requests and manage the flow of information into the Dean’s office.
• Track and review documents requiring Dean’s approval, ensuring completeness and confidentiality.
• Plan and manage small to medium-sized events and special projects, including research and reporting for donors and university offices.
• Support the Dean's role as a liaison with University Advancement and lead content development for the CIDS website.
• Serve as the college’s primary safety officer, managing emergency communications and safety meetings.

Knowledge, Skills & Abilities

• Excellent communication skills, both oral and written.
• Customer service and public relations skills.
• Ability to work independently, organize, and prioritize tasks effectively.
• Maintain confidentiality and handle sensitive information appropriately.
• Problem-solving skills with a broad administrative impact.
• Proficiency in business writing, English grammar, and business mathematics.

Minimum Qualifications

• Bachelor’s degree or equivalent training.
• At least two years of administrative experience involving policy development or evaluation.

Preferred Qualifications

• Experience supporting high-level administration.
• Technical skills including creating presentations, spreadsheets, and managing social media.
• Project management and supervisory experience.
• Experience working with diverse populations.

Compensation

Classification: Administrative Analyst/Specialist - Exempt I

Salary Range: $4,598 - $8,318/month; Anticipated Hiring Range: $5,513 - $6,667/month

SJSU offers comprehensive benefits; details can be found in the Employee Benefits Summary.

Application Procedure

Apply online with your resume and letter of interest by May 25, 2025. Applications after this date may be considered at the discretion of the university.

Contact Information

University Personnel
Email: [e-mail]
Phone: [phone]

Additional Information

Background checks, compliance with vaccination policies, and adherence to campus safety and nondiscrimination policies are required.