Job Title: Executive Assistant to the Chief of Staff
Job ID: 24824
Full/Part Time: Full-Time
Job Code: 1176/Grade 2
Department: Office of the President
Classification: Confidential Administrative Support - II
Salary Range: $4,233 /month - $9,237 /month
FLSA status: Exempt
About the Position
The Executive Assistant works independently to provide highly complex administrative office support for the Chief of Staff and the Office of the President; 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; Oversees all budgeting processes, including budget preparation and submission for the Office of the President; Assists with campus-wide activities and events sponsored by the Office of the President; and provides office support and guidance to student assistants and contributes to a welcoming environment for students, employees and community members. This position’s responsibilities affect overall operations of the Office of the President.
Responsibilities include but are not limited to the following:
Confidential Administrative Duties for the Office of the President
Provide direct administrative support to the Chief of Staff, including receipt and review of sensitive inbound correspondence and other communications as well as project management.
Oversee or assist with technical and facility needs and requests of the Chief of Staff.
Coordinate travel including pre-approval, logistics and reimbursements. Reconciles GO card and Tower Card.
Create, analyze and manage project timelines and deadlines.
Anticipate the administrative needs of the Office of the President and the Chief of Staff, while managing multiple tasks of a confidential and sensitive nature.
Coordinate and perform executive administrative and project management support for special committees and events as assigned by the President or Chief of Staff.
Communicate and maintain policies, guidelines and procedures to support the accurate functions of the office. Sensitively communicates on behalf of the office with high-ranking university officials, community leaders, campus colleagues, and the general public, while maintaining strict confidentiality where needed.
Compose, proofread and edit sensitive correspondence, reports, event scripts.
Assist Chief of Staff with maintaining all pending and ongoing litigation documentation.
Arrange and schedule meetings, including coordinating logistics with executive staff across the university.
Provide information, guidance, and advice in the office and across the campus on a wide range of issues/questions; make appropriate referrals; respond to or refers as appropriate public relations issues; make inquiries and coordinates responses on behalf of the Office of the President. Assist President in the absence of Presidential Aide.
Monitor budget and manage budget process and prepare annual budget for Office of the President.
Attend campus wide budget meetings and communicate changes in processes and procedures to appropriate staff.
Assist with the design, planning, implementation, and management of special events in the Office of the President while coordinating with other campus entities.
Coordinate office administrative/logistical tasks associated with the various annual awards that require decision by the President.
Coordinate sensitive administrative, logistical tasks/timelines associated with Executive Searches.
SJSU is an Equal Opportunity Affirmative Action employer. We consider qualified applicants for employment without regard to race, color, religion, national origin, age, gender, gender identity/expression, sexual orientation, genetic information, medical condition, marital status, veteran status, or disability.
It is the policy of SJSU to provide reasonable accommodations for applicants with disabilities who self disclose.
Internal Number: 24824
About San Jose State University
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