Executive Assistant to Provost

Executive Assistant

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.

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.

Executive and Strategic Support

• 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.

Calendar and Meeting Management

• 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.

Project and Budget Management

• 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.

Event Coordination

• 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.

Administrative and Operational Support

• 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…