Executive Administrative Partner, Office of the President

San Francisco Bay University•Fremont, CA

5d•Onsite

About The Position

The Executive Administrative Partner serves as a trusted partner to the President and Chief of Staff, supporting executive priorities, institutional initiatives, governance activities, stakeholder engagement, and operational effectiveness across San Francisco Bay University. This proactive, exceptionally organized professional manages competing priorities, anticipates needs, and develops efficient systems and solutions. The role coordinates complex schedules, executive meetings, Board activities, travel, events, and operational logistics, including support related to the President’s residence and executive gatherings. It also provides administrative leadership across campus by fostering collaboration among administrative staff and promoting operational best practices. This is a full-time, exempt, on-site position in Fremont, California. The salary range is $125,000–$140,000 per year, based on experience. The position operates under the direction of the Chief of Staff. Evening and weekend work is required as needed to manage and staff on-campus and off-campus events, including events at the President’s Residence.

Requirements

Bachelor’s degree or an equivalent combination of education and relevant professional experience.
At least 5–8+ years of experience supporting senior executives, boards, founders, presidents, C-suite leaders, or similarly complex organizational environments.
Demonstrated ability to organize and coordinate high-profile events, meetings, conferences, and executive gatherings, including planning, vendor coordination, on-site logistics, and post-event follow-up.
Strong judgment and discretion handling confidential and sensitive information, with an understanding of privacy and professionalism in written and verbal communications.
Advanced proficiency in Microsoft Office Suite, including Outlook, Word, Excel, and PowerPoint, and collaborative platforms such as Google Workspace, Zoom, and Microsoft Teams.
Ability to work evenings and weekends as required to manage and staff on-campus and off-campus events, including events at the President’s Residence.
Experience leveraging productivity and workflow technologies, including Microsoft 365, collaborative platforms, project management systems, and AI-enabled administrative tools.
Ability to manage multiple priorities, tight deadlines, and executive demands while maintaining attention to detail and budget adherence.
Creative problem-solving skills, including anticipating challenges and implementing effective solutions.
Professionalism, diplomacy, and emotional intelligence when working with diverse stakeholders, navigating sensitive situations, maintaining composure under pressure, and fostering positive working relationships.
Ability to execute tasks with excellence and efficiency with limited direction or oversight.
Excellent organizational and time-management skills and ability to prioritize effectively in a fast-paced environment.
Strong collaboration skills and experience working in a matrix organization.
Experience managing budgets, processing expenses, and tracking expenditures.
Outstanding verbal, digital, and written communication skills.
Project management skills and ability to lead initiatives from planning through execution.
Willingness and ability to navigate and support a diverse and inclusive community.
High integrity and accountability, aligning actions with the university’s mission and values.

Nice To Haves

Experience in higher education or nonprofit environments.
Understanding of the unique needs and challenges of higher education or nonprofit sectors.

Responsibilities

Support the daily operations of the President’s Office under the direction of the Chief of Staff, including managing administrative priorities and implementing efficient office operations.
Serve as the primary front-facing representative of the President’s Office by greeting guests, coordinating visitor access to the President, and maintaining a professional and welcoming environment.
Coordinate complex calendars and scheduling for the President and Chief of Staff, prioritizing engagements based on stated goals and needs.
Provide ad hoc administrative support to the Chair and Vice Chair of the Board of Directors in support of their governance responsibilities and engagement with SFBU.
Coordinate logistics for presidential events, ceremonies, executive gatherings, and institutional convenings, including scheduling, invitations, RSVP tracking, materials preparation, and on-site administrative support.
Coordinate and manage travel, lodging, and logistics for Board of Directors members attending in-person Board meetings, retreats, and other official SFBU events.
Support Board of Directors, Cabinet, and other executive meetings, including preparing agendas, gathering and collating materials, and taking minutes.
Maintain organized, secure files and databases related to the President’s activities, external relations, and sensitive information.
Manage expense reporting and financial documentation for the President, Chief of Staff, and the Chair and Vice Chair of the Board of Directors, ensuring accuracy and compliance with SFBU policies and procedures.
Coordinate logistics and administrative support for official presidential events, executive hospitality, and designated university-owned executive facilities.
Foster effective cross-functional collaboration, model professionalism, and promote operational best practices across the administrative team.
Assist in maintaining office procedures, administrative systems, records management practices, and coordination processes that support an organized and responsive President’s Office.
Contribute to special projects and emerging priorities that support the strategic objectives of the President’s Office.
Perform other duties as assigned.