Executive Assistant to the Provost

About San Francisco Bay University:

San Francisco Bay University (SFBU) a nonprofit WASC-accredited university situated in the heart of Silicon Valley in Fremont California seeks an innovative and experienced Executive Assistant. SFBUs mission is to offer inclusive innovative and inspirational education for lifelong careers and our vision is to set the standard as a national model of higher education in service of the common good.

At SFBU students come first. We prioritize students needs by fostering personal engagement among students faculty and staff. We are committed to providing affordable quality education with a deep commitment to diversity equity inclusion and social justice.

We encourage you to learn more about SFBU by reviewing our strategic plan at Overview:

San Francisco Bay University (SFBU) seeks an experienced and highly professional Executive Assistant to support the leadership of Academic and Student Affairs including the Provost Associate Provost Dean of Students Senior Director of Wellness Director of Academic Operations and Department Chairs. This role requires exceptional organizational communication and project management skills to facilitate efficient operations and strategic initiatives within the Offices of Academic and Student Affairs. The Executive Assistant will handle a broad range of administrative budgetary and executive support tasks while maintaining a high level of discretion and professionalism.

Located in Fremont CA this is an exempt full-time in-person position.

Essential Duties and Responsibilities:

Executive and Strategic Support

• Plan coordinate and manage administrative and academic travel logistics including booking transportation and accommodations tracking travel budgets and ensuring compliance with university policies.

• Anticipate leadership needs and ensure effective daily operations.

• Ensure the accuracy and consistency of all written materials and data used for decision-making requiring close attention to detail and critical thinking.

• Prepare manage and monitor the Academic and Student Affairs budgets for departments within the divisions including expense reports and credit card payments.

• Compose type and distribute meeting notes routine correspondence or reports such as presentations expenses statistical or monthly reports.

• Draft and edit high-level correspondence reports and briefing documents.

Calendar and Meeting Management

• Maintain and optimize the calendar of administrators such as scheduling and managing meetings travel and special events and prioritizing scheduling across stakeholders and time zones.

• Prepare comprehensive meeting materials including agendas presentations and minutes.

• Coordinate meetings and events ensuring all logistics materials and communications are managed effectively.

Project and Budget Management

• Manage procurement processes for specialized equipment and materials for academic projects including vendor sourcing price comparisons and purchase orders.

• Handle budgets exceeding $500000 for contractors and equipment ensuring expenditures align with project goals and financial policies.

• Monitor and provide budget support for both Academic and Student Affairs including departmental budgets expense tracking and financial reporting for the academic and student affairs leaders.

• Assist with the management of key academic initiatives and cross-departmental projects.

• Manage timelines deliverables and follow-up actions for strategic projects.

Event Coordination

• Organize high-level university events such as academic retreats academic events & expositions on-site job interviews and external partner visits.

• Assist department chairs and faculty members with organizing field trips and on-campus events such as Capstone project expositions and workshops.

• Oversee the planning and budgeting of off-site excursions and academic field trips including securing transportation venues meals equipment and risk management documentation.

• Oversee all planning logistics including venue booking catering guest communications and materials preparation.

Administrative and Operational Support

• Provide administrative support for the Provost Associate Provost Dean of Students and Senior Director of Wellness including calendar management purchasing event logistics and documentation.

• Coordinate contracts and payments for independent contractors and external service providers ensuring timely invoices and payments.

• Screen candidates for job positions pre-assess qualifications and organize interviews.

• Support faculty and student affairs staff recruitment efforts including travel coordination for candidates.

• Monitor and update inventory and asset records for equipment and supplies purchased.

• Assist with office management responsibilities for the university such as ordering supplies making service calls conference room setups and ordering & picking up food catering.

• Answer telephones and give information to callers take messages or transfer calls to appropriate individuals.

• Draft review and send communications on behalf of administrators.

Additional Responsibilities

• Greet and assist visitors in a friendly and professional manner.

• Work on assignments that are sensitive in nature and require complete confidentiality.

• Maintain a variety of records and documents.

• Ensure written communications meet institutional standards.

• Complete special projects and tasks assigned.

Minimum Qualifications:

• Bachelors degree required.

• At least 5 years of administrative experience or equivalent combination of experience training and/or education.

Preferred Qualifications:

• Masters degree preferred.

• Experience supporting academic leadership or governing boards.

Knowledge Skills and Abilities:

• High level of discretion professionalism and judgment.

• Strong organizational multitasking and time management skills.

• Demonstrated ability to work in a fast-paced high-volume environment both independently and collaboratively.

• Excellent written and verbal communication abilities.

• Strong problem-solving skills and a proactive attitude.

• Proficiency in Microsoft 365 Google Suite and project management tools (e.g. Asana).

• Commitment to a growth mindset and adaptability to evolving responsibilities.

• Ability to relate effectively to individuals of diverse backgrounds.

Salary: $80K$105K

Work Environment:

• Occasional extended hours or weekend work to support critical university functions.

• Extended periods of computer use and meeting facilitation.

• Ability to lift up to 20 lbs.

This position description is not intended to cover or contain a comprehensive list of activities duties or responsibilities that are required of the employee. Duties responsibilities and activities may change or new ones may be assigned at any time with or without notice.

SFBU is an Equal Opportunity / Affirmative Action Employer: SFBU is committed to providing equal employment opportunities for all employees and applicants for employment. SFBU does not discriminate in employment opportunities or practices based on race color religion sex age national origin disability veteran status sexual orientation or any other characteristic protected by law.

In accordance with federal and state disability laws San Francisco Bay University provides reasonable accommodations to applicants with disabilities. If you require assistance during the application or interview process please contact SFBU Human Resources at .