Job Description

Executive Assistant to the President

San Francisco Bay University

Type: Full Time

Min. Experience: Some Experience

About San Francisco Bay University:

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 to the President. 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.

We encourage you to learn more about SFBU by reviewing our strategic plan at .

Position Summary:

The Executive Assistant to the President plays a vital role in the day-to-day operations of the President's Office at San Francisco Bay University (SFBU), ensuring seamless administrative support that reflects the institution's high standards of professionalism and service.

The Executive Assistant to the President role includes extensive calendar management for the President and the General Counsel, requiring sound judgment, discretion, strong organizational skills, and excellent communication. The Executive Assistant will plan and execute strategic meetings and events, keep records and minutes for the Board of Directors and other meetings, process expenses, coordinate travel, and manage certain social media accounts. The successful candidate must demonstrate professionalism, discretion, and enthusiasm for SFBU's mission.

This is an exempt, full-time, in-person position and is located in Fremont, CA.

Essential Duties and Responsibilities:

• Support the daily operations of the President's Office under the direction of the Chief of Staff.

• Coordinate complex calendars for the President and General Counsel, prioritizing engagements based on stated goals and needs.

• Plan and execute high-level events and retreats, including private gatherings at the President's residence, ensuring seamless execution and follow-up.

• Coordinate with the Director of Communications and Marketing to support content creation for the President's social media.

• Support Board of Directors, Cabinet, and other executive meetings, including preparing agendas, gathering and collating materials, taking minutes, and disseminating pre- and post-meeting communications.

• Maintain organized, secure files and databases related to the President's activities and sensitive information.

• Manage expense reporting and financial documentation with accuracy and in compliance with SFBU policy.

• Collaborate effectively with other SFBU administrative staff, modeling professionalism and sharing operational best practices.

• Assist with special projects and communications.

• Other duties as assigned

Minimum Qualifications:

• Bachelor's degree in Business Administration, Management, Communications, or a related field.

• At least 5 years of proven experience as a senior administrative assistant or in a similar high-level administrative role, with a demonstrated ability to optimize office operations, manage complex schedules, and support senior leadership effectively.

• Experience organizing high-profile events, meetings, and conferences, including planning, vendor management, day of coordination, and follow-ups.

• Experience in managing confidential and sensitive information with a strong understanding of maintaining privacy in both written and verbal communication.

• Advanced proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint, Outlook) and collaborative tools (e.g., Google Workspace, Zoom, Teams).

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

• Must be able to lift 10 lbs and be comfortable walking or standing for long periods.

Preferred Qualifications:

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

• Experience managing social media or shared organizational accounts.

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.

• 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, with the ability to engage a wide range of internal and external stakeholders.

• 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.

• Professional and diplomatic, with the ability to represent the President's Office with discretion and sound judgment.

• High level of integrity and accountability, consistently aligning actions with the university's mission and values.

Application Instructions

To ensure full consideration, please submit the following:

• A brief letter of interest that describes your knowledge of SFBU and how your experience directly positions you to support President Ladany.

• A current CV/resume that highlights your relevant experience and demonstrates how it aligns with the goals and values of SFBU.

• Names and contact information for three references.

Application screening will begin immediately and continue until the position is filled.

This position description is not intended to cover or contain a comprehensive list of activities, duties or responsibilities that are required of the employee. Duties, responsibilities and activities may change, or new ones may be assigned at any time, with or without notice.

SFBU is an Equal Opportunity / Affirmative Action 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 mailto: .

To apply, please visit:

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