Executive Assistant to the Provost

San Francisco Bay University; Fremont (CA); On-site; USD 80,000 - 105,000; Full time

Job summary

San Francisco Bay University is looking for an experienced Executive Assistant to the Provost to support the leadership in Academic and Student Affairs. This full-time in-person position requires exceptional organizational and communication skills, emphasizing project management and administrative duties. The candidate should possess a bachelor's degree and at least five years of administrative experience, demonstrating professionalism and discretion. The role offers a salary range of $80K-$105K, depending on experience and qualifications.

Qualifications

• Experience working in a fast-paced, high-volume environment.
• 5+ years of administrative experience or equivalent training.
• Experience supporting academic leadership preferred.

Responsibilities

• Manage calendars and schedule meetings for administrators.
• Coordinate academic travel logistics and budgeting.
• Organize high-level university events and meetings.

Skills

Organizational skills

Communication skills

Project management

Attention to detail

Problem-solving skills

Education

Bachelor's degree

Tools

Microsoft 365

Google Suite

Monday.com

Asana

Job description

Executive Assistant to the Provost

Location: Fremont, CA (in‑person)

Type: Full Time, Exempt

Salary: $80K-$105K

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. 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.

Essential Duties and Responsibilities

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, 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.

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 leaders.
• Assist with the management of key academic initiatives and cross‑departmental projects.
• Manage timelines, deliverables, and follow‑up actions for strategic projects.

Event Coordination

• 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.

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 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 callers, take messages, or transfer calls to appropriate individuals.
• Draft, review, and send communications on behalf of administrators.

Additional Responsibilities

• 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.

Minimum Qualifications

• Bachelor's degree required.
• At least 5 years of administrative experience, or equivalent combination of experience, training, and/or education.

Preferred Qualifications

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

Knowledge, Skills, and Abilities

• 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.

Work Environment

• Occasional extended hours or weekend work to support critical university functions.
• Extended periods of computer use and meeting facilitation.
• Ability to lift up to 20 lbs.

All responsibilities may change or new ones may be assigned at any time, with or without notice.

SFBU is an Equal Opportunity / Affiliation Employer. SFBU is committed to providing equal employment opportunities for all employees and applicants for employment. 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, San Francisco Bay University 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].