Executive Assistant/Project Specialist

Apply now Job no: 539673
Work type: Staff
Location: Sacramento
Categories: Unit 9 - CSUEU - Technical Support Services, Administrative, Probationary, Full Time, Telecommute eligible (work onsite as scheduled and/or as requested and telecommute as scheduled)

Working Title: Executive Assistant/Project Specialist

Classification Title: Administrative Analyst Exempt I

Posting Details 

Priority Application Deadline: Thursday, May 30th @ 11:55pm PST (Posting will remain open until filled)

Hiring Preference

Eligible on-campus applicants in California State University Employees Union (CSUEU) Bargaining Units 2,5,7, and 9 will be given first consideration in the recruitment.

Position Summary

Under the direction of the Chief of External Relations, the Executive Assistant/Project Specialist provides executive administrative support to both the Chief of External Relations and the University President and is responsible for
managing the daily administrative operations of the office.
Administrative duties may include, but are not limited to, writing and drafting emails, letters, and other materials. The incumbent must have high acumen in writing and reading capabilities. Other duties include working on special projects, budget monitoring and projections, processing travel, and performing general office administrative functions, such as purchasing needs. The position is also responsible for coordinating, planning, and executing events and meetings for the department.
The Executive Assistant/Project Specialist is independently responsible for the administrative operation of the department and uses considerable judgment and discretion in policy interpretation, process development, and recommendations related to the department’s processes to ensure efficiency.

FLSA: Exempt (Not eligible for overtime compensation)

Anticipated Hiring Range: $4,833 per month - $5,834 per month

CSU Classification Salary Range: $4,379 per month–$7,922 per month

Best-in-class Benefits: Click here to learn more

CSU Total Compensation: Click here to learn more

Salary Grade/Range:  2

Recruitment Type: Regular (Probationary)

Time Base: Full-Time

Work Hours: Monday-Friday; 8 a.m.–5 p.m.; weekends and evenings as needed. Hybrid Remote eligible.

Department Information 

Welcome to the Office of External Relations. The mission of the office is to promote Sacramento State and cultivate public support for it and its students. The office serves as the official voice of the University in engaging with community and government agencies at the local, state, and federal levels. The team actively shares examples of academic excellence and student success, as well as university priorities, in an effort to secure resources and support for student success.

Minimum Qualifications 

Entry to this classification requires general knowledge and skills in the applicable administrative and/or program field with a foundational knowledge of public administration principles, practices, and methods. This foundation would normally be obtained through a bachelor's degree and/or equivalent training and administrative work experience involving study, analysis, and/or evaluation leading to the development or improvement of administrative policies, procedures, practices, or programs.

Required Qualifications 

1. Experience providing administrative support at an executive level and other comparable positions.
2. Experience in budget monitoring, reconciliation, and fiscal analysis.
3. Experience with writing and drafting high profile executive emails, letters, and other documents to dignitaries, presidents, and elected officials or comparable positions.
Knowledge, Skills, Abilities:
4. Ability to effectively focus, have keen eye to detail and issues with broad administrative impact and implications, and recommend appropriate process changes for improvement and efficiency.
5. Knowledge of budget and fiscal analysis and techniques; ability to analyze data and make budget projections.
6. Knowledge of human resources policies and procedures; ability to interpret applicable federal and state laws.
7. Ability to work independently as well as collaboratively with a team.
8. Ability to organize, coordinate, and perform work in various situations involving numerous demands and
9. Ability to effectively work in a fast-paced environment.
10. Strong interpersonal skills with the ability to manage sensitive and confidential situations tactfully,
professionally, and diplomatically.
11. Ability to effectively manage projects.
12. Ability to effectively interpret, organize, and present information and ideas in a written or presentation format.
13. Ability to develop informational materials such as charts, infographics, etc.
14. Ability to train others and provide lead work direction to support staff.
15. Proficient in Microsoft Office Suite (Outlook, Excel, PowerPoint, and Word) or related software.
16. Commitment to maintaining a welcoming and inclusive work environment with diverse colleagues and constituents, including faculty, students, staff, and members of the community.
17. Ability to work evenings and weekends as needed.
18. Ability to attend off-site meetings and events as needed.

Preferred Qualifications 

19. High proficiency in reading and drafting legislative documents, policy bills, and grant writing.

Documents Needed to Apply

Resume and cover letter.

Failure to upload required documentation may result in disqualification.

About Sacramento State

Sacramento State is located in the heart of California’s capital city, five miles from State Capitol. The lush, 300-acre campus is situated along the American River, close to numerous bike trails and other recreational areas. Sacramento, also known as the “Farm-to-Fork Capital,” is one of the most ethnically diverse and livable cities in the country, with a population of half of a million. Sacramento State is a Hispanic and AANAPISI serving institution with about 31,000 students coming not only from the Greater Sacramento Region, but also from across the state, country, and world. Our 1,800 faculty and 1,500 staff are committed to meeting our mission:

“As California’s capital university, we transform lives by preparing students to lead, serve, and succeed. Sacramento State will be a welcoming, caring, and inclusive leader in education, innovation, and engagement.” As the regional hub of higher education, Sacramento State is dedicated to learning and student success; teaching, research, scholarship and creative activity; justice, diversity, equity and inclusion; resource development and sustainability; dedicated community engagement, and wellness and safety.

As evidenced by the values embedded in our Hornet Honor Code, Sacramento State is committed to creating an inclusive environment where all faculty, staff, students, and guests are welcome and valued.  Our commitment is more than simply ensuring that our campus is free from bias and discrimination, but is one devoted to celebrating many diverse identities, life experiences, and perspectives that enrich our community, teaching and learning. 

To learn more about why you should join the Hornet Family, please visit the Why Sac State? page.

Equal Employment Opportunity
California State University, Sacramento is an Affirmative Action/Equal Opportunity Employer and has a strong institutional commitment to the principle of diversity in all areas. We consider qualified applicants for employment without regard to race, color, religion, national origin, age, sex, gender identity/expression, sexual orientation, pregnancy, genetic information, medical condition, marital status, veteran status, or disability. Sacramento State hires only those individuals who are lawfully authorized to accept employment in the United States.

It is the policy of California State University, Sacramento to provide reasonable accommodations for qualified persons with disabilities who are employees or applicants for employment. If you need a disability related reasonable accommodation as part of the application and/or interviewing process, visit

The University is committed to creating an education and working environment free from discrimination, sexual harassment, sexual violence, domestic violence, dating violence, and stalking. For more information on mandatory training for new employees, visit

Jeanne Clery Disclosure of Campus Security Policy and Crime Statistics Act and Campus Fire Safety Right-To-know Act Notification:

Pursuant to the Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act, the current Annual Security Report (ASR) is available for viewing at
The ASR contains the current security and safety-related policy statements, emergency preparedness and evacuation information, crime prevention and sexual assault prevention information, and drug and alcohol prevention programming. The ASR also contains statistics of Clery Act crimes for Sacramento State for the last three (3) calendar years. Paper copies are available upon request at the Police Service Center located in the University Union.

Background Check Disclaimer

A background check (including a criminal records check) must be completed satisfactorily before any candidate can be offered a position with California State University, Sacramento. Failure to satisfactorily complete the background check may affect the application status of applicants or continued employment of current California State University, Sacramento employees who apply for the position.

COVID19 Vaccination Policy

Effective May 2023, per the CSU COVID-19 Vaccination Policy, it is strongly recommended that all California State University, Sacramento employees who are accessing office and campus facilities follow COVID-19 vaccine recommendations adopted by the U.S. Centers for Disease Control and Prevention (CDC) and the California Department of Public Health (CDPH) applicable to their age, medical condition, and other relevant indications. 

Out of State Employment

Sacramento State University, as part of the CSU system, is a State of California Employer. As such, the University requires all employees (up)on date of hire to reside in the State of California.

As of January 1, 2022 the CSU Out-of-State Employment Policy prohibits the hiring of employees to perform CSU-related work outside the state of California.

Eligibility Verification

Candidate must furnish proof of eligibility to work in the U.S. California State University, Sacramento is not a sponsoring agency for staff and management positions (ie. H-1-B Visa).

Note to Applicants:

Possession of the minimum qualifications does not guarantee an interview unless required by collective bargaining agreement.



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