Executive Assistant to the President

San Francisco Bay University • Fremont, CA

1d • Onsite

About The Position

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 to the President. SFBU’s 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. The Executive Assistant to the President supports the daily operations of the President’s Office under the direction of the Chief of Staff in a fast-paced, dynamic university environment. This role is ideal for a proactive, exceptionally organized professional who thrives on managing competing priorities, anticipating needs, and creating efficient systems and solutions. The Executive Assistant coordinates complex schedules, executive meetings, Board activities, travel, events, and operational logistics, including support related to the President’s residence and executive gatherings. The role also serves as a key administrative leader across campus by fostering collaboration among SFBU administrative staff and promoting operational best practices. Candidates who are solutions-oriented, service-minded, adaptable under pressure, and skilled in executive support, hospitality, and event coordination will thrive in this opportunity. This is an exempt, full-time, in-person position and is located in Fremont, CA.

Requirements

• Bachelor’s degree or equivalent combination of education and relevant professional experience required, with a minimum of eight (8) years of progressive experience in a senior administrative, operational, or similarly high-responsibility role supporting complex organizational needs and senior leadership.
• 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 in handling confidential and sensitive information, with a clear understanding of privacy and professionalism in both written and verbal communications.
• Advanced proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint) and collaborative platforms such as Google Workspace, Zoom, and Microsoft Teams.

Nice To Haves

• Experience in higher education or nonprofit environments is preferred, with an understanding of the unique needs and challenges within these sectors.
• Demonstrated ability to juggle multiple priorities, tight deadlines, and executive demands while ensuring attention to detail and budget adherence.
• Creative problem solver with the ability to anticipate challenges and implement thoughtful, effective solutions.
• Proven professionalism, diplomacy, and emotional intelligence in working with a wide range of stakeholders, including the ability to navigate sensitive situations, maintain composure under pressure, and foster positive working relationships.
• Able to execute tasks with excellence and efficiency, with limited direction or oversight.
• Excellent organizational and time management skills, and can prioritize effectively in a fast-paced environment.
• Strong collaboration skills, with experience working in a matrix organization.
• Experience managing budgets, processing expenses, and tracking expenditures.
• Outstanding verbal, digital, and written communication skills.
• Skilled in project management, with the ability to lead initiatives from planning through execution.
• Willing and able to navigate and support a diverse and inclusive community.
• High level of integrity and accountability, consistently aligning actions with the university’s mission and values.

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.
• Support logistical coordination for presidential events, ceremonies, executive gatherings, and institutional convenings, including scheduling, invitations, RSVP tracking, materials preparation, and on-site administrative support.
• Coordinate and manage all travel, lodging, and logistical arrangements for members of the Board of Directors in connection with 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.
• Serve as liaison with Facilities and Operations staff to coordinate maintenance, repairs, and related services for the President’s residence, and process associated expenses.
• Collaborate to 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.
• Other duties as assigned.

What This Job Offers

• Job Type: Full-time
• Career Level: Executive