Executive Assistant to the President

San Francisco Bay University; Fremont (CA); On-site; USD 100,000 - 120,000; Full time

Job summary

San Francisco Bay University (SFBU) is searching for an Executive Assistant to the President in Fremont, California. This full-time position supports the President’s Office in a dynamic environment where proactive, organized, and solutions-oriented individuals will thrive.

The role involves managing complex calendars, coordinating events, and providing high-level administrative support, requiring a Bachelor's degree and substantial experience. The salary range is $100,000 to $120,000 annually.

Qualifications

• Minimum of eight years of progressive experience in a senior administrative role.
• Ability to organize high-profile events and meetings.
• Strong judgment and discretion in handling confidential information.

Responsibilities

• Support daily operations of the President’s Office.
• Coordinate complex calendars for the President and Chief of Staff.
• Manage expense reporting and financial documentation.

Skills

Organizational skills

Event coordination

Microsoft Office Suite

Discretion and confidentiality

Strong communication skills

Problem-solving

Education

Bachelor's degree or equivalent combination of education

Tools

Microsoft Office Suite

Google Workspace

Zoom

Microsoft Teams

Job description

Executive Assistant to the President

San Francisco Bay University (SFBU) is a nonprofit, WASC‑accredited university in Fremont, California. The position supports the President’s office in a fast‑paced, dynamic environment. This is a full‑time, exempt, in‑person role located in Fremont, CA.

Salary Range: $100,000 – $120,000 per year, based on experience.

Position Summary

The Executive Assistant supports daily operations of the President’s Office under the direction of the Chief of Staff, coordinating complex schedules, executive meetings, Board activities, travel, events, and operational logistics. The role also serves as an administrative leader across campus, fostering collaboration among staff and promoting best practices. Candidates should be proactive, organized, solutions‑oriented, and skilled in executive support, hospitality, and event coordination.

Essential Duties and 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.

Minimum Qualifications

• 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.
• Work evenings and weekends as required to manage and staff on‑campus and off‑campus events, including events at the President’s Residence.

Preferred Qualifications

• Experience in higher education or nonprofit environments is preferred, with an understanding of the unique needs and challenges within these sectors.

Knowledge, Skills, and Abilities

• 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.

SFBU is an Equal Opportunity / affirmative action employer. SFBU does not discriminate in employment opportunities or practices based on race, color, religion, sex, age, national origin, disability, veteran status, sexual orientation, or any other characteristic protected by law.

In accordance with federal and state disability laws, SFBU provides reasonable accommodations to applicants with disabilities. If you require assistance during the application or interview process, please contact SFBU Human Resources at [e-mail].