Senior Executive Assistant to the President

Saint Leo University Brasil • San Jose, CA

4d • Onsite

About The Position

The Senior Executive Assistant to the President is a senior-level strategic and administrative partner who serves as the operational backbone to the Office of the President. This role combines high-level executive support with proactive strategic partnerships, ensuring the President’s time, communications, and priorities are managed with precision and purpose. Reporting directly to the University President, and functioning as a trusted liaison to executive leadership, the Board of Trustees/Cabinet, senior administrators, donors, alumni, and external stakeholders, this position demands an exceptional standard of discretion, professionalism, and institutional alignment. This is a dual-function role encompassing both executive administration and strategic support. On the administrative side, the position manages the full scope of office operations, including complex calendaring, international and domestic travel logistics, correspondence, board/cabinet coordination, and records management. On the strategic side, the Senior Executive Assistant actively supports the President in advancing institutional priorities, contributing to project management, executive communications, stakeholder engagement, and the coordination of high-visibility initiatives.

Requirements

• Bachelor’s degree in Business Administration, Project Management, Communications, or a related field required.
• A minimum of 5 years of progressively responsible experience in executive-level administrative support, preferably within higher education or a similarly complex institutional environment.
• Demonstrated experience supporting C-suite or President/CEO-level executives in a fast-paced, high-stakes environment.
• Prior experience supporting a Board of Trustees, Board of Directors, or equivalent governance body strongly preferred.
• Experience coordinating international travel, including visa/passport logistics and cross-cultural protocol, required.
• Complex Calendar Management — expert-level ability to manage multi-stakeholder, multi-time-zone calendars with competing high-priority demands.
• Gatekeeper & Communication Management — skilled at filtering, prioritizing, and managing high-volume communications on behalf of senior leadership.
• Travel Logistics — demonstrated ability to plan and execute domestic and international travel arrangements, including preparation of complete itineraries and briefing materials.
• Document Preparation — superior skills in drafting, editing, and proofreading executive correspondence, board materials, reports, and presentations.
• Board & Governance Support — experience organizing board meetings, maintaining official records, recording minutes, and ensuring bylaw/policy compliance.
• Technology Proficiency — fluency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint), Google Workspace, video conferencing platforms, and document management systems.
• Exceptional organizational and multi-tasking ability; manages concurrent, shifting priorities under pressure and ahead of deadlines.
• Strong project management skills: ability to plan, coordinate, and execute complex multi-stakeholder projects from inception through completion.
• Sound judgment and proactive problem-solving; anticipates needs, identifies issues before they escalate, and acts decisively in ambiguous or urgent situations.
• Meticulous attention to detail in all written communications, governance documentation, and records management.
• Excellent verbal and written communication skills; able to communicate with clarity, diplomacy, and professionalism across all levels of an organization.
• Strong interpersonal and relationship management skills build trust and credibility with board members, donors, alumni, faculty, staff, and external partners.
• Emotional intelligence and cultural sensitivity; engages with diverse constituencies with empathy, tact, and respect.
• Composure and resilience under pressure; dependable and calm in high-stakes or crisis situations.
• Self-directed and initiative-driven; takes ownership of responsibilities and follows through without micromanagement.
• Adaptable and continuous learner; embraces new technologies, evolving processes, and changing institutional needs.
• Familiarity with higher education governance structures, institutional policy, academic calendars, and accreditation/regulatory frameworks (or demonstrated ability to acquire this knowledge rapidly).
• Understanding of board operations, Robert’s Rules of Order or equivalent governance practices, and bylaws compliance.
• Experience supporting alumni/donor engagement, external stakeholder relations, or institutional advancement preferred.

Nice To Haves

• Prior experience supporting a Board of Trustees, Board of Directors, or equivalent governance body strongly preferred.
• Experience supporting alumni/donor engagement, external stakeholder relations, or institutional advancement preferred.

Responsibilities

• Serve as the primary gatekeeper and first point of contact for the President’s Office, managing and filtering all incoming requests, calls, correspondence, and visitors from faculty, students, staff, board members, donors, alumni, and external stakeholders.
• Exercise sound, independent judgment in triaging, routing, and prioritizing communications to protect the President’s time and ensure alignment with institutional priorities.
• Draft, review, and manage outgoing communications on behalf of the President, including confidential correspondence, formal letters, emails, talking points, presentations, and briefing materials.
• Build and maintain trusted, professional relationships across all constituent groups while maintaining the highest level of discretion.
• Monitor and manage multiple inboxes and communication channels; ensure timely, accurate, and professional follow-through on all inquiries and commitments.
• Manage an exceptionally complex, multi-layered calendar for the University President, balancing institutional commitments, strategic priorities, governance obligations, donor/alumni engagement, and external representations.
• Proactively anticipate scheduling conflicts, coordinate across multiple stakeholders, and time zones, and ensure the President’s schedule is consistently aligned with strategic goals.
• Prepare comprehensive briefing documents, agendas, presentations, talking points, and background materials for every scheduled engagement.
• Coordinate scheduling for Cabinet-level and cross-divisional meetings; manage follow-up, action tracking, and ensure commitments are fulfilled.
• Monitor and adjust scheduling in real time in response to urgent needs, shifting priorities, or unforeseen circumstances.
• Arrange comprehensive domestic and international travel for the President and as needed, executive leadership, including flights, ground transportation, accommodations, visas/entry documentation, itineraries, and related logistics.
• Research and anticipate travel requirements for international destinations, including cultural protocols, time zone management, and country-specific logistical considerations.
• Develop detailed, accurate travel itineraries with relevant briefing materials, contact information, and contingency plans.
• Manage travel budget oversight, expense reporting, and reconciliation in compliance with university travel policies.
• Coordinate with counterparts at host institutions, embassies, government offices, or partner organizations for international engagements.
• Serve as the primary administrative coordinator for all Board of Trustees meetings, committee meetings, retreats, and related governance activities.
• Prepare, organize, and distribute comprehensive board packets, agendas, resolutions, and supporting documentation; ensure materials are accurate, confidential, and delivered on time.
• Record and maintain official Board and committee minutes; ensure compliance with institutional bylaws, governance policies, and regulatory requirements.
• Manage the Cabinet meeting calendar, preparation of agendas and materials, minute-taking, and follow-up on action items across the executive leadership team.
• Maintain official governance records, board member rosters, term tracking, conflict-of-interest disclosures, and all related compliance documentation.
• Serve as a confidential liaison between the President, Board Chair, Board members, and Cabinet, managing communication with professionalism and absolute discretion.
• Partner with the President on strategic institutional priorities, including research support, data gathering, cross-departmental coordination, and project tracking.
• Assist in preparing strategic documents, reports, presentations, and executive-level communications that reflect the President’s voice and institutional priorities.
• Coordinate and support high-visibility events, including donor and alumni receptions, board retreats, campus visits, public engagements, and external stakeholder meetings.
• Track progress on key Presidential and Board initiatives; facilitate communication and follow-through across departments and external partners.
• Assist with or lead special projects as assigned, exercising independent judgment and operating with minimal supervision.
• Oversee all administrative operations of the President’s Office, including staff supervision, budget management, office resource allocation, and vendor relationships.
• Maintain organized, compliant systems for document management, recordkeeping, archiving, and institutional filing, both physical and electronic.
• Supervise and mentor administrative support staff; delegate effectively and ensure consistent, high-quality service delivery.
• Continuously evaluate and improve office workflows, systems, and processes to maximize efficiency and responsiveness.
• Other duties as requested by the President.

Benefits

• FREE Tuition - Employee, Spouse, and Dependents
• Tuition Exchange Opportunity - Dependent of Employees
• Generous Paid Leave - Sick, Vacation, and Holidays
• Comprehensive Group Health Plan (Medical, Dental, and Vision)
• Group Medical Plan includes Teledoc, Surgery Plus, Wellness Incentive Program and more!
• 100% Employer-Funded Health Reimbursement Account
• 100% Employer-Paid Short Term Disability Insurance
• 100% Employer-Funded Employee Assistance Program (healthcare and dependent options)
• Employer-provided life insurance
• Discounted On-Campus Dining Meal Plans
• Nationwide Pet Insurance
• Flexible Spending Accounts
• 403b Retirement Plan
• Wellness Center

What This Job Offers

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