The Executive Administrative Assistant will report to the Executive Director of the San José State University Research Foundation. This individual will work to coordinate the efforts of the management team and serve in multiple advanced administrative roles including board liaison, project manager, event planner, and executive assistant. This role demands a strong sense of urgency and the ability to work independently on assignments with sound judgment. The right candidate will have a strong sense of ownership, be operations/process and procedure oriented and can confidently make decisions that best reflect the team’s and company’s goals. Having great organization skills, strong research skills, flexibility, project coordination and the ability to switch gears at a moment’s notice will ensure success. A high level of integrity and discretion in handling confidential information and professionalism in dealing with senior professionals inside and outside the company is imperative. Candidate must have the ability to quickly learn organizational structure and team objectives. Individual will work remotely until further notice, but will work onsite once management deems it appropriate.
ESSENTIAL DUTIES & RESPONSIBILITIES:
Board Administration. Serve as the primary administrator, activities coordinator, and point of contact for the SJSU Research Foundation Board of Directors. Work in consultation with the Executive Director to schedule meetings, develop and distribute all Board materials including new board member orientations, meeting packets (including budgets), and annual conflict of interest letters. Responsible for composing correspondence, taking and transcribing meeting minutes, ensuring proper signatures are obtained on board-related documents, and maintaining well-organized files, including formal file and register of board resolutions.
2. Annual Report. Responsible for the planning, research, content and assembly of the Foundation’s Annual Report to all stakeholders. Must be able to analyze the foundation’s work of the prior year and select stories for inclusion in this important publication. Serve as editor and chief contributor. Interview researchers, assemble statistics, and supervise layout and production as well as distribution.
3. Executive Support. Serve as executive assistant to the Executive Director. Manage calendar, travel, reimbursements, and periodic file management. Ensure documentation is timely and accurate. Prepare confidential and general correspondence. Develop and, in consultation with department leads, continually update master planning calendar of key senior management actions and activities. Track activities and deliverables and report regularly at weekly management meetings.
4.Research. Independently perform research on a wide variety of issues, make decisions and presentations to support initiatives designed to support the foundation’s mission and goals.
5. Facilities. Serve as liaison to landlord and facilitate requests for building repairs, HVAC services, cleaning, etc. Update office displays and décor.
6. Event/Meeting Planning and Coordination. Work in consultation with directors to plan and coordinate various Research Foundation-sponsored events and meetings including annual holiday pot luck, picnics, and regular Central Office management, staff, and all-hands meetings. Track expenditures and maintain budgetary records.
7. Supplies and Office Management. Manage requests from employees for supplies. Place online supplies orders with vendors. Monitor and curb costs. Place orders for coffee and other beverage supplies. Maintain relationship with coffee service and water service company. Monitor water filter changes.
8. Special Projects. Work in consultation with the Executive Director and the Research Foundation management team to coordinate a wide range of projects and tasks associated with the programs and operations of the SJSU Research Foundation. Develop tools to track the progress of major and minor initiatives and activities.
Education and Experience
Bachelor’s Degree and a minimum of 7 years of experience in an advanced administrative role and/or generalist position interfacing with individuals at senior levels of an organization such as President, Vice-President, Board of Directors, as well as high levels external to the organization, such as corporate executives or elected officials.
Knowledge, Skills, and Abilities Required
Must be proficient at taking and appropriately summarizing a significant volume of meeting minutes, as well as writing and editing other documents and correspondence. Strong ability to proof written materials.
Ability to prepare and manage Executive Director’s calendar and travel. In addition, in consultation with administrative department directors, develop and continually update master planning calendar for key senior management actions and activities.
Ability to help prepare the Executive Director for all public meetings and presentations, including preparing draft presentations.
Must be comfortable and effective in an entrepreneurial environment and understanding when to act independently and when to include the Executive Director.
Experience with event and meeting planning and coordination for various activities including Board of Directors dinners, holiday events, and company all-hands meetings.
Fully proficient with Google Mail and Calendar and Microsoft Office, particularly Word, PowerPoint, and Excel.
Proven track record of meeting deadlines and taking initiative to make confident and well-informed decisions.
Utilizes tact, diplomacy, discretion and good judgement at all times, especially when exposed to sensitive or confidential material.
Strong interpersonal skills with the talent to establish and maintain successful relationships in a team environment and cross-functionally.
Must be able to operate general office equipment.
Must be able to sit for extended periods of time.
Some physical labor might be required, must be able to lift a minimum 30lbs.
Internal Number: CO EA
About SJSU Research Foundation
The San José State University Research Foundation supports SJSU Principal Investigators in achieving their research goals. Our team guides researchers through each step in the administrative process: planning a project, identifying sources of funding, developing proposals, submitting proposals to sponsoring agencies, and managing business details once the project is funded. Presently the Research Foundation manages more than $250M in an active research grants portfolio that generates nearly $60M in research-related expenditures annually. The Research Foundation also provides direct and/or indirect employment to more than 1,500 individuals, including faculty, students, research affiliates, and staff.