Executive Assistant to the Vice Provost

The California State University; San Jose (CA); On-site; USD 70,341 - 77,673; Full time

Job summary

San José State University is seeking an Executive Assistant II to support the Vice Provost for Academic Innovation. The role acts as a strategic administrative partner, coordinating calendars, schedules, meetings, travel, and executive communications for the Academic Innovation unit.

It requires discretion, strong communication, and project management skills. The position involves preparing materials, supporting budget and procurement activities, and liaising with university leadership, faculty,

Qualifications

• Equivalent to a bachelor's degree in a related field and at least two years of relevant administrative experience.
• An advanced degree in a related field may substitute for the required experience on a year-for-year basis.
• Ability to handle confidential information, coordinate complex schedules, and support budget, procurement, and personnel processes.

Responsibilities

• Serve as the primary point of contact for the Vice Provost and manage communications and information flow with internal and external stakeholders.
• Independently manage and prioritize the Vice Provost's calendar, appointments, meetings, travel, and commitments.
• Draft, edit, and coordinate executive correspondence, reports, presentations, agendas, briefing materials, and executive communications.
• Prepare meeting materials and track action items to ensure timely completion.
• Utilize campus’s Google Drive to maintain executive files, records, and document tracking systems.
• Coordinate meetings, retreats, workshops, recognition events, and other Academic Innovation events.

Skills

Executive communications

Calendar management

Project coordination

Budget & procurement

Stakeholder liaison

Education

Bachelor's degree in related field

Tools

Google Workspace

Microsoft Office

DocuSign

PeopleSoft

Job description

Job Summary

Reporting to the Vice Provost for Academic Innovation, the Executive Assistant functions as a strategic administrative partner to the Vice Provost and serves as the primary coordinator for executive communications, project management, information management, and executive operations for the Academic Innovation unit. Working under general supervision, the incumbent is responsible for calendar management, coordinating complex schedules, supporting strategic initiatives, and overseeing executive‑level meetings and events. The Executive Assistant also serves as a key liaison between the Vice Provost, Academic Innovation program managers, university leadership, faculty, staff, students, and community partners. The incumbent exercises discretion and independent judgment in handling confidential matters, coordinating administrative operations, supporting budget and procurement activities, and assisting with personnel, facilities, and operational processes that support the efficient functioning of the Academic Innovation unit.

Key Responsibilities

• Serve as the primary point of contact for the Vice Provost and manage communications and information flow with internal and external stakeholders
• Independently manage and prioritize the Vice Provost's calendar, appointments, meetings, travel, and commitments
• Coordinate and direct requests to the Vice Provost's Office and determine appropriate routing and follow‑up
• Draft, edit, and coordinate executive correspondence, reports, presentations, agendas, briefing materials, and executive communications
• Monitor incoming communications and exercise judgment to determine urgency, priority, and the appropriate response.
• Prepare meeting materials and track action items to ensure timely completion
• Utilize campus’s Google Drive to maintain executive files, records, and document tracking systems
• Serve as liaison between the Vice Provost and Academic Innovation program managers, campus leadership, faculty, staff, students, and external partners
• Coordinate special projects and initiatives assigned by the Vice Provost
• Develop and maintain project timelines, status reports, tracking tools, and project documentation
• Conduct research, gather data, and prepare reports, presentations, and briefing materials
• Collaborate with Academic Innovation program managers and campus partners to support implementation of initiatives and ensure alignment with unit priorities
• Support committees, task forces, advisory groups, and working groups chaired by or involving the Vice Provost
• Advise the Vice Provost and, as appropriate, others within the unit on CSU and SJSU policies and procedures for budget administration
• Develop and administer the budget in collaboration with Academic Business and Strategic Operations (ABSO)
• Provide administrative coordination for unit budget tracking, procurement, and travel transactions, ensuring compliance with CSU and campus policies and required timelines
• Coordinate meetings, retreats, workshops, recognition events, and other Academic Innovation events
• Coordinate logistics including facilities reservations, catering, travel arrangements, technology support, and event materials
• Serve as liaison with Academic Business & Strategic Operations (ABSO), University Personnel, Facilities Development and Operations (FD&O), Information Technology (IT), and other campus service units regarding matters affecting Academic Innovation operations
• Intakes and tracks all documents that require review and approval by the Vice Provost or others in the unit; ensures completeness of documents requiring approval or signature
• Provide lead work direction and training to student assistants, as needed

Knowledge, Skills & Abilities

• Ability to communicate with constituents in a professional and respectful manner
• Excellent oral and written communication skills, including the ability to prepare timely, accurate, and appropriately formatted correspondence, reports, presentations, and other communications for diverse internal and external constituencies
• Working knowledge of executive‑level administrative practices and project management principles
• Strong organizational, planning, and project coordination skills, with the ability to independently prioritize, manage multiple competing demands, balance a heavy workload, and maintain a high level of productivity, accuracy, and attention to detail
• Ability to take initiative, anticipate issues, and proactively develop and implement solutions in a dynamic and fast‑paced environment
• Knowledge of research, policy and program development, and evaluation methods, including the ability to collect, analyze, interpret, and present data to develop sound conclusions and recommendations
• Ability to investigate, analyze, and resolve complex administrative and operational issues with broad organizational impact
• Ability to make sound, logical, and timely decisions in complex situations where precedent may not exist
• Ability to provide lead work direction, training, and guidance to student assistants
• Proficiency in Google Workspace, Microsoft Office, PeopleSoft, DocuSign, and related business applications
• General awareness of emerging technologies, including artificial intelligence (AI), and a willingness to develop skills in their appropriate, responsible, and ethical use in a higher education environment, consistent with institutional policies and practices

Required Qualifications

• Equivalent to a bachelor's degree in a related field
• Two years of relevant experience. Additional experience which demonstrates acquired and successfully applied knowledge and abilities shown above may be substituted for the required education on a year‑for‑year basis. An advanced degree in a related field may be substituted for the required experience on a year‑for‑year basis.

Preferred Qualifications

• Bachelor's degree or equivalent combination of education and experience
• Experience providing executive‑level administrative support
• Experience supporting budgets, procurement, travel, and personnel processes
• Experience coordinating projects, events, and special initiatives
• Experience working within the CSU system or a public higher education environment
• Experience supervising or providing lead work direction to student assistants
• Experience preparing executive communications, presentations, websites, newsletters, or reports

Compensation

Classification: Executive Assistant II
Anticipated Hiring Range: $6,303/month - $6,960/month (Step 10 – Step 15)
CSU Salary Range: $5,274/month - $7,684/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.

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.