Executive Assistant to Provost

Executive Assistant to the Provost

Location: Fremont, CA (in‑person)

Type: Full Time, Exempt

Salary: $80K-$105K

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. The 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.

• 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, 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 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, 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, 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 such as ordering supplies, making service calls, conference room setups, and ordering & picking up food catering.
• Answer telephone calls, provide information to…