Executive Assistant to the Vice President - San Francisco State University

Another Source’s client, San Francisco State University, is recruiting an Executive Assistant to the Vice President of Administration and Finance to join their team in San Francisco, CA.   (Internally, this position is classified as a Confidential Administrative Support III) 

Here's a little about San Francisco State University: 

As part of the California State University system, San Francisco State University is a nationally recognized public institution known for its commitment to academic excellence, social justice, and student success. Located in one of the world's most innovative and diverse cities, SFSU serves as a vibrant community of students, faculty, and staff while preparing graduates to make meaningful contributions across industries and communities. 

The Administration & Finance Division plays a critical role in supporting the university's mission by overseeing financial operations, strategic planning, budgeting, business services, and administrative functions that enable the institution to thrive. This role offers the opportunity to work closely with senior leadership and gain visibility across a complex university environment.  

Learn More: https://adminfin.sfsu.edu/  

About this role: 

This is a highly visible and trusted position supporting the Vice President & Chief Financial Officer and the broader Administration & Finance Division. As the Executive Assistant, you'll serve as a key partner in managing executive operations, communications, scheduling, events, and divisional priorities while handling sensitive information with discretion and professionalism. 

Working closely with the Director of Administration & Strategic Planning, you'll help ensure the VP/CFO's office operates efficiently and effectively while serving as an important liaison to university leaders, faculty, staff, students, CSU Chancellor's Office personnel, and external stakeholders. This role is ideal for an experienced administrative professional who enjoys working in a fast-paced environment, managing multiple priorities, and supporting executive leadership.  

Your Contribution Will Likely Include 

Executive Support to the VP/CFO 

• Manage a complex and dynamic executive calendar, coordinating meetings, appointments, university commitments, and CSU-related engagements  

• Prepare, review, and coordinate confidential personnel, budgetary, payroll, and executive-level materials requiring a high degree of discretion  

• Anticipate scheduling needs, resolve conflicts, and ensure priorities are effectively managed  

• Coordinate travel arrangements, reimbursements, registrations, itineraries, and related documentation  

• Prepare and distribute executive correspondence, reports, presentations, and briefing materials 

• Support university committees and leadership meetings, including the monthly University Budget Committee meetings  

• Create professional presentations, visual communications, charts, and informational materials for executive audiences  

• Coordinate conferences, retreats, workshops, and special events on behalf of the VP/CFO  

Office Operations & Customer Service 

• Serve as the primary point of contact for visitors, callers, and campus stakeholders engaging with the Administration & Finance office suite  

• Maintain organized office operations, filing systems, supplies, records, and administrative processes  

• Coordinate incoming and outgoing mail, deliveries, and service requests  

• Support division-wide communications and administrative initiatives  

Student Assistant Oversight 

• Provide lead work direction to student assistants supporting the office  

• Coordinate recruitment, onboarding, training, scheduling, and daily work assignments  

• Monitor staffing allocations, work quality, and office coverage needs  

Communication & Coordination 

• Facilitate communication between Administration & Finance departments and campus partners 

• Support meetings, events, and divisional initiatives  

• Build and maintain positive working relationships across a diverse campus community  

• Serve as a professional representative of the VP/CFO's office with internal and external stakeholders  

Experience You Will Bring 

• Bachelor's degree and at least three years of progressively responsible administrative or executive support experience, or an equivalent combination of education and experience  

• Experience supporting executive-level leaders and managing confidential and sensitive information  

• Demonstrated success managing complex calendars, schedules, meetings, and administrative operations  

• Experience coordinating meetings, presentations, and virtual events  

• Strong proficiency with Microsoft Office Suite and standard business software applications  

• Excellent written and verbal communication skills, including the ability to draft, edit, and proofread professional correspondence  

• Strong organizational, analytical, and problem-solving abilities  

• Demonstrated ability to manage multiple priorities in a fast-paced environment with competing deadlines  

• Ability to exercise sound judgment, maintain confidentiality, and work independently  

• Strong customer service and interpersonal skills with the ability to work effectively with diverse audiences  

• Ability to learn and apply university and CSU policies, procedures, and regulations  

Preferred Qualifications 

• Experience working in higher education  

• Experience supporting executive-level meetings, travel coordination, and reimbursement processes  

• Experience supporting large-scale virtual meetings or presentations  

• Experience creating presentations, infographics, and visual communication materials using PowerPoint, Canva, Adobe Creative Suite, or similar tools 
   

Compensation and Benefits 

Salary Range: $80,004- 92,004 annually 

This position is classified as a Confidential Administrative Support III and is an Exempt position.  

Why a Career with CSU is for You: 

The CSU system offers a comprehensive benefits package designed to meet you where you're at in life and typically adds 30-35% to your total compensation package. For more information on programs available, take a closer look in the Employee Benefits Summary: 

https://www.calstate.edu/csu-system/careers/benefits/Documents/employee-benefits-summary.pdf 

• Emphasis on maintaining a healthy work-life balance with ample PTO and flexibility, which includes up to 24 vacation days per year (based on employee group/services)  

• Enjoy the vibrant campus life with access to athletic and gym facilities, renowned sporting events, artist events, and world-renowned speakers  

• Numerous professional development opportunities to advance your career including tuition waivers for yourself, a spouse, registered domestic partner or an eligible dependent child across any of the 23 CSU campuses  

• Two different retirement plans catered to fit your personal saving goals: CalPERS Retirement Plan or 403(b) Supplemental Retirement Plan (Similar to a 401k plan)  

• Medical benefits tailored to support various life stages  

• We recognize that transportation to and from work can be expensive and we are here to help support you with pre-tax commuter benefits  

Additional Information 

• This position is designated as a mandated reporter under the California Child Abuse and Neglect Reporting Act.  

• The role is primarily onsite and may occasionally require evening, weekend, or extended work hours to support university operations and events.  

• Occasional local travel may be required.  

Equal Employment Opportunity 

San Francisco State University and the California State University system are committed to creating an inclusive environment that values diversity and equal opportunity. Qualified applicants will receive consideration for employment without regard to race, color, religion, national origin, sex, gender identity, gender expression, sexual orientation, age, disability, veteran status, or other protected status under applicable law. 

Another Source works with their clients, on a retained project basis. We are committed to building inclusive candidate pools as we partner with hiring teams. As you read through the job posting and review the list of qualifications (required and/or preferred), please do not self-select out if you feel you do not meet every qualification. No one is 100% qualified. We encourage you to apply and share your story with us. 

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