Executive Administrative Assistant (Confidential Administrative Support II) (10400)

  • San Francisco
  • San Francisco, California
  • Mar 17, 2020
Full Time Administration and Management Clerical and Administrative Support

Job Description

Working Title
Executive Administrative Assistant

SF State University
San Francisco State is an Equal Opportunity Employer and does not discriminate against persons on the basis of race, religion, color, ancestry, age, disability, genetic information, gender, gender identity, gender expression, marital status, medical condition, National origin, sex, sexual orientation, covered veteran status, or any other protected status. Reasonable accommodations will be provided for qualified applicants with disabilities who self-disclose by contacting the Senior Human Resources Manager.

Applicants may visit titleix.sfsu.edu for more information on SF State's policy prohibiting discrimination, and how to file an online report using the procedures under Executive Order 1096 Revised. Inquiries can be directed to the campus Title IX Coordinator and Discrimination, Harassment, and Retaliation Administrator by calling (415) 338-2032 or emailing vpsaem@sfsu.edu.

San Francisco State is a 100% Smoke/Vapor-Free Campus. Smoking or Vaping of any tobacco/plant-based substance is not permitted on any University properties.

The person holding this position may be considered a "mandated reporter" under the California Child Abuse and Neglect Reporting Act and is required to comply with the requirements set forth in CSU Executive Order 1083 as a condition of employment.

This position may be a "designated position" in the California State University's Conflict of Interest Code. The successful candidate accepting this position may be required to file Conflict of Interest forms subject to the regulations of the Fair Political Practices Commission.

Human Resources

Appointment Type*
This is a two year probationary position.

Time Base*
Full-Time (1.0)

Work Schedule*
Monday to Friday; 8 a.m. to 5 p.m.

Anticipated Hiring Range*
$5,000.00 to $5,100.00 per month ($60,000.00 to $61,200.00 annually)

Salary is commensurate with experience.

Position Summary*
The Executive Administrative Assistant (EAA) reports directly to the Associate Vice President of Human Resources (AVPHR). The position is responsible for providing administrative support to the AVPHR and may provide liaison support to the direct reports of the AVPHR.

The EAA demonstrates strong executive presences and communications, strong organizational abilities in order to keep track of multiple matters and is able to anticipate the needs of the AVPHR. Due to the demands of the AVPHR position, the EAA must display calmness under pressure and be flexible with the changing requests, appointments, assignments and projects.

This position requires the ability to work professionally and collaboratively with multiple levels of staff and other department support staff. A critical component of the position is the ability to effectively handle executive and broader/higher range of interpersonal contacts including handling of confidential/sensitive information. The position requires the ability to exercise sound judgment, initiative and work independently without supervision.

Position Information
Administrative Duties
- Serve as the liaison between the AVP and campus administrators, Chancellor¿s Office, Union officials, faculty, staff and community organizations.
- Actively manage the AVPHR calendar to ensure there are not conflicting meetings and she has ample time to prepare for meetings. Schedule and coordinate onsite and offsite meetings including, but not limited to; managing invitations and tracking responses.
- Proactively manage all meeting arrangements and logistics ensuring meetings start on time.
- Exercise diplomacy, tact and judgment in interacting with a wide range of constituents including general employee population, HR team members and executives. Demonstrate appropriate discretion and judgment to ensure applicable private/proprietary business information, data, transactions and correspondences maintain confidential.
- Serve as a resource to the AVPHR and assist with facilitating project and goal management, long-range strategic planning, streamlining processes and conducting research as directed by the AVPHR on various topics/subjects in preparation of presentations, speeches and/or training.
- Track action items and commitments for AVPHR and assist in driving them to completion when needed.
- Prepare all travel arrangements (hotel, airfare, car rental, etc.) and create detailed itineraries.
- Review, prioritize incoming correspondence and maintain documents signed by the AVPHR.
- Compose and distribute various written communications on behalf of the AVP of Human Resources to include but not limited to letters, memos, reports and presentations.
- Create HR communication in order to provide the campus community with updates of the HR department.
- Review documents and proofread work for grammar and spelling, accuracy, consistency of terms, and completeness; ensure document text and graphics adhere to corporate and organization guidelines and standards.
- Use appropriate tools for required work to include, but not limited; to Microsoft Outlook, Word, Excel, and Power Point to track, document and report data.
- Collect, review, enter, and format accurate data into spreadsheets, databases and other electronic tools.
- Interface and communicates with employees and external customers; directs stakeholders to the appropriate resources.
- Research solutions and respond to email and phone inquiries.
- Develop a strong network within the department; draw on network to answer questions, solve problems, and successfully execute responsibilities.
- Track all Executive Orders (EO), Technical Letters and distribute accordingly.

Other duties as assigned.

Minimum Qualifications*
- Bachelor's degree or equivalent in education and work experience. Minimum of five years of progressively responsible administrative, analytical and clerical experience which involved problem solving, explaining policies and procedures to others, and ensuring that daily administrative tasks of a program or office are completed in an accurate and timely manner.
- Experience in administrative procedures.
- Exceptional analytical and problem-solving skills with accuracy and attention to detail.
- Ability to manage multiple responsibilities while prioritizing and meeting deadlines.
- Ability to collaborate on projects with co-workers in both collegial and team leader roles, as well as possess the ability to guide and direct the work of student assistants and co-workers at the same level while establishing and maintaining effective working relationships within and outside Human Resources.
- Ability to work autonomously and make independent decisions.
- Ability to use broad range of technology/software/hardware.
- Strong knowledge in various software applications needed for spreadsheet, presentation, databases, reports, brochures, website postings, etc.
- Strong computer skills, including familiarity with MS Office Suite, Access, and HRIS systems (PeopleSoft), Adobe and Zoom web conferencing services.
- Must be client focused and able to interact effectively and professionally with all levels of employees and managers in a team-based environment.
- High level of agility and sense of urgency in dealing with clients and executives.
- Ability to maintain strict confidentiality of information.
- Ability to communicate effectively using correct English grammar/punctuation/spelling

Preferred Qualifications
- Experience in higher education environment within highly sensitive work environments.
- Graduate course work in the areas of communications or advanced writing skills.
- Experience working in Human Resources department.
- PHR or other HR Certifications

Pre-Employment Requirements
This position requires the successful completion of a background check.

Threaded through our Total Compensation package is a commitment to Bridging Life's Transitions. SF State is committed to providing our employees with a comprehensive program that rewards efforts that are appreciated by your colleagues, students and the customers we serve.

We offer a competitive compensation package that includes Medical, Dental, Vision, Pension, 401k, Healthcare Savings Account, Life Insurance, Disability Insurance, Vacation and Sick Leave as well as State Holidays and a dynamic Fee Waiver program, all geared towards the University's commitment to attract, motivate and retain our employees.

How To Apply

Submit an online application and upload in one file attachment your resume, cover letter, describing your specific qualifications for each position AND three (3) professional references who can comment upon your education and/or job related experience.


The Human Resources office is open Mondays through Fridays from 8 a.m. to 5 p.m., and can be reached at (415) 338-1872.

Application Deadline
This position is open until filled.

Review of applications to begin 10/21/2019.

Please note that this position, position requirements, application deadline and/or any other component of this position is subject to change or cancellation at any time.
Closing Date/Time: Open until filled

Job Address

San Francisco, California 94132 United States View Map