SDSU Research Foundation

Executive Assistant

Req No.
Full-Time Central Staff
Commensurate with experience with a maximum salary of $80,000
Dept/Proj Name
SDSURF - Executive Office


This recruitment is open until filled with first review of resumes on Friday, December 15, 2017.


The San Diego State University Research Foundation’s (SDSURF) primary purpose is to advance and support the research vision and educational and community service mission of San Diego State University (SDSU). Established in 1943, the Foundation is a 501(c)3 corporation and is governed by a board of directors composed of SDSU administrators, faculty, staff and community members.


The Associate Vice President/Executive Director (ED) is the senior manager for the Research Foundation and reports to the President through the university’s Vice President for Business and Financial Affairs/Chief Financial Officer to ensure compliance with SDSU policy and sound administrative and fiscal management. The ED collaborates with the Vice President for Research on programmatic initiatives and research policy issues. The ED is responsible for the overall operation and management of SDSURF. The ED supervises the major units of the organization which include finance & accounting; human resources & risk management; facilities planning & management; sponsored research services; information systems and communications.


Reporting directly to the Executive Director, the Executive Assistant provides executive support and serves as the primary point of contact for internal and external customers and the executive office staff. Responsible for serving as a liaison to the board of directors and senior management teams; facilitates board relations; plans and coordinates organizational meetings and oversees special projects and events to enhance the overall operations and relationships of SDSU Research Foundation.


The Executive Assistant is responsible for but not limited to:

Executive Support – 40%
Completes a broad variety of administrative tasks for the Executive Director including; managing an extremely active calendar of appointments, managing the Executive Office Budget; composing and preparing correspondence that is sometimes confidential; arranging complex and detailed travel plans, itineraries and agendas and plans, and coordinates and ensures the schedule for the Executive Director is followed and respected.


Develops annual, mid-year, and nine-month Executive Office budgets in consultation with Executive Director and Director of Communications. Manages the Executive Office budget, monitors expenses and provides recommendations as needed to the Executive Director. Prepares travel arrangements, reimbursement requests and invoice payments. Monitors monthly expenditures and recommends cost savings. Prepares budget projections upon request.


Schedules meetings and manages Executive Director’s calendar; provides “gatekeeper” role for direct access to the Executive Director’s time. Communicates directly, and on behalf of the Executive Director, with Board members, Senior Management, Directors, Foundation Staff and Campus Personnel. Ensures inquiries, correspondences, calls and calendar requests are responded to in a timely manner. Researches, prioritizes, and follows up on incoming issues and concerns addressed to the Executive Director, including those of a sensitive or confidential nature; determines appropriate course of action, referral or response.


Successfully completes critical aspects of deliverables with a hands-on approach, including preparing a variety of communications and documents including drafting general correspondence, agendas, minutes, presentations, scripts, charts, graphs, materials, and other tasks to facilitate the Executive Director’s ability to lead the Foundation. Maintains corporate files including oversight of imaging, storage and record retention and disposition; responds to and manages public records requests. Assists the Director of Communications with executive office publications and materials. Maintains and disseminate emergency procedures and contact information. Prioritizes conflicting needs; handles matters expeditiously, proactively, and follows-through on projects to successful completion, often with deadline pressures.


Board Support and Liaison – 30%
Serves as the Executive Director’s administrative liaison to the SDSU Research Foundation Board of Directors; communicates with board members, SDSU President’s office, Vice-President’s and board officers on behalf of the Executive Director. Adheres to compliance with applicable board operating policies and procedures to ensure appropriate organizational protocols are understood and followed. Assist board members with travel arrangements, lodging and scheduling for Foundation board meetings and retreats. Manages the process of board member nominations, appointments, renewals etc. Prepares, assembles, disseminates and ensures proper posting and retention of board agendas and materials. Attends board meetings, takes notes and prepare and disseminates meeting minutes. Researches and maintain as requested on board protocols, history and relationships. Develops and maintains content of board website and membership information. Advise on historical actions taken to change bylaws, articles of incorporation, and other corporate instruments. Researches materials upon request regarding past board actions, CSU and/or university matters related to the corporation.


Event Coordination – 20%
Manages a variety of special events for the SDSU Research Foundation. Serves as Foundation representative/planner for events co-hosted with SDSU and community organizations; coordinates Foundation attendance and participation at campus events such as Caesar Chavez and Martin Luther King celebrations, Explore SDSU Day, etc. Serves as co-chair for the Foundation Safety Committee. Serves on the SDSU Special Events Advisory Committee and Foundation and SDSU ad-hoc groups and teams, as requested. Responsible for initiating, developing, and executing the following events and meeting such as the Annual Holiday Celebration and Employee Recognition/Appreciation Events.


Staff Supervision 5%
Responsible for supervising the work performed by Executive Office staff/student assistants. Oversees all recruitment efforts for vacant and new positions; provides training and input on performance evaluations. Works with staff on employee relations issues and performance improvement plans.


Other Duties and Responsibilities as Assigned – 5%
Manages a variety of projects for the Executive Director, some of which may have organizational impact. Participates as an adjunct member of Executive Management Team including assisting in scheduling meetings and attending meetings.


• Bachelor’s degree from an accredited college or university and/or equivalent training and administrative work experience
• Strong work tenure; five to ten years of experience supporting C-Level Executives
• Experience working with board practices and procedures in non-profit organization
• Experience with Microsoft Office (Word, Excel, Powerpoint, Outlook) and Social Media and web platforms


Preferred Qualifications:

• Previous experience providing executive support in a non-profit organization
• Previous experience working in a university setting
• Previous experience planning corporate events, managing budgets and supervising/leading staff


A background check (including a criminal records check) must be completed satisfactorily before any candidate can be offered a position with SDSU Research Foundation

San Diego State Research Foundation is an EEO/AA/Disability/Vets Employer


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