Executive Assistant to the Provost

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. 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. We encourage you to learn more about SFBU by reviewing our strategic plan at https://www.sfbu.edu/strategic-plan . Position 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.

Requirements

Bachelor's degree required.
At least 5 years of administrative experience, or equivalent combination of experience, training, and/or education.
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., Monday.com, Asana).
Commitment to a growth mindset and adaptability to evolving responsibilities.
Ability to relate effectively to individuals of diverse backgrounds.

Nice To Haves

Master’s degree preferred.
Experience supporting academic leadership or governing boards.

Responsibilities

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.
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.
Manage procurement processes for specialized equipment and materials for academic projects, including vendor sourcing, price comparisons, and purchase orders.
Handle budgets exceeding $500,000 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.
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.
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.
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.