Executive Assistant to Chief of Staff & Senior Associate Vice President

Job no: 553516
Work type: Staff
Location: San José
Categories: Confidential, Administrative, Probationary, Full Time

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 also 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.

• 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 Pro Card, 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.

• 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…