Executive Assistant and Communication Lead

Job Summary

Reporting to the Director of Resources and Operations in the College of Social Sciences and receiving work lead direction from the Dean of the College of Social Sciences, the Executive Assistant (EA) to the Dean and Communications Lead enhances the dean's effectiveness by managing internal and external communications. The Executive Assistant performs duties independently to achieve specified outcomes. This position manages all communications to and from the dean's office and provides programmatic and administrative support for the dean, including support for planning and scheduling meetings, conferences, small to medium-sized events, travel, the Council of Chairs, faculty recruitment, special programs with alumni, corporate and private donors, and various college promotional activities.

The EA provides information management support by drafting documents and memos, preparing reports and presentations, and remaining current on relevant University and CSU policies and procedures. The Executive Assistant and Communications Lead must work collaboratively and effectively to establish and maintain working relationships for all employees.

• Provide day-to-day administrative support for Dean and support for committees & task forces chaired by the Dean and the Dean's delegates
• Serve as the Dean’s primary point of contact and follow-up with appropriate parties on behalf of the Dean to ensure deadlines are met
• Oversee the executive’s calendar, proactively scheduling and prioritizing meetings and events, and anticipating scheduling conflicts
• Coordinate complex schedules, travel arrangements, and competing priorities
• Prepare meeting materials, agendas, briefing documents, etc. and ensure the executive is well-prepared for engagements
• Oversee logistics for executive-level meetings, conferences, and other events
• Prepare meeting agendas, take minutes, and distribute meeting materials
• Draft and edit correspondence, reports, and presentations for the executive’s review and approval
• Maintain the executive office/unit services by organizing operations and procedures
• Coordinate and direct all traffic into Dean’s office or contacts with Dean; identify and prioritize requests
• Manage the Dean’s calendar including scheduling appointments and managing database of necessary contacts
• Manage Dean’s travel and reimbursements
• Draft and follow through on routine correspondence for Dean
• Provide representation of the university commencement committee
• Serve as college’s primary safety officer including attendance at safety meetings, managing emergency response communications, and directing other staff (i.e., fire drills, recruiting Building Emergency Team members)
• Manage processes for: department chair elections and reviews; tenure track faculty recruitment and appointments, faculty reassignments; and representatives on college and university committees
• Responsible for planning, designing, promoting, implementing and managing College events for internal and external constituents such as donor stewardship and alumni engagement events, all-college faculty and staff meetings, community/industry/education partner visits, SJSU Dean’s lunches, faculty lunches, CCDG and Council of Chairs meetings, and dean’s meetings with students, and other events as assigned
• Prepare agendas, secure facilities and catering, manage budgets and expenditures
• Plan and manage events for internal constituents
• Execute special projects assigned by the executive or appropriate administrator
• Provide recruitment support or position management support to the unit
• Serve as COSS liaison with University Advancement on SJSU wide media and storytelling campaigns
• Maintain College events and deadlines calendar and promote events via university events calendar
• Lead content development and coordination of COSS website and blog
• Manage College blog and social media accounts (i.e., Facebook, Twitter, and Instagram)
• Work closely with the Dean team to recommend, research, and prepare materials for presentations
• Lead content development and coordinate regularly scheduled electronic newsletter for faculty, staff, students, as well as monthly newsletter and annual report…