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 https://www.sfbu.edu/strategic-plan.

 

Position Summary:

The Executive Assistant to the President is responsible for managing the President’s office operations, ensuring confidentiality, discretion, and the efficient execution of the President’s priorities. This role also provides administrative support to the General Counsel. The Executive Assistant will primarily support the President but will report to and be managed by the General Counsel. This full-time, exempt position is based in Fremont, CA.

 

Primary Responsibilities:

  • Confidentiality & Discretion: Ensure the utmost confidentiality and discretion in all aspects of the President’s office operations. Handle sensitive matters with integrity, maintaining the privacy of both internal and external stakeholders. Safeguard confidential information and ensure that all interactions and materials associated with the President’s office are protected.
  • Communication Facilitation: Serve as a trusted liaison between the President and key stakeholders, managing both internal and external communications with professionalism and confidentiality. Respond to inquiries and manage sensitive information with care, ensuring clarity, timeliness, and discretion in all exchanges.
  • Board Relations: Support the President and the Board Secretary in their interactions with the Board of Directors, ensuring that confidential communications and documents are handled securely and appropriately. Assist in managing sensitive administrative communications between the President and Board members.
  • Social Media & Public Communications: Provide discreet and confidential support for the President’s social media and public communications. Develop and manage social media content, ensuring alignment with institutional priorities and safeguarding sensitive information. Exercise caution in the handling of public statements and engagement.
  • Event Planning: Lead the planning and execution of private and confidential events at the President’s University residence, maintaining high levels of security and discretion throughout the event planning and execution processes.
  • Calendar Coordination: Carefully manage the President’s calendar with a strong focus on confidentiality, ensuring that sensitive appointments, meetings, and events are handled with the utmost discretion. Prioritize the President’s time effectively to avoid scheduling conflicts and ensure optimal productivity.
  • Meeting Support: Organize and coordinate meetings, ensuring that any confidential or sensitive materials are securely shared and managed. Handle the logistics for both virtual and in-person meetings, ensuring privacy and confidentiality are maintained throughout all phases.
  • Information Management: Maintain organized, confidential records, files, and databases, ensuring that all sensitive documents and information are securely stored. Handle materials related to the President’s office with a high degree of accuracy, organization, and confidentiality.
  • Expense Reporting: Complete expense reports in a timely manner, ensuring all sensitive financial data is handled with discretion and in accordance with university policies. Safeguard all financial information related to the President’s office.
  • Cabinet Meetings & Briefings: Manage meetings of the President’s Cabinet, ensuring that confidential information discussed in these meetings is properly documented and shared only with appropriate parties. Prepare Presidential briefings with care, ensuring that sensitive information is accurately represented while maintaining confidentiality.
  • Administrator Mentorship: Mentor other administrators at the university, providing guidance and support as needed to ensure smooth operations and efficiency. Foster a collaborative environment by sharing best practices, offering strategic advice, and assisting with problem-solving to help drive organizational success.
  • Special Projects: Collaborate on special projects as directed by the President, ensuring that all aspects of the projects, including confidential information, are handled with the highest level of professionalism and discretion.
  • Travel & Expense Management: Manage all travel arrangements and expense reports related to the President’s office, ensuring that travel is arranged efficiently and within budget.
  • Speech Writing & Communication Management: Assist the President with communication strategies, including drafting speeches for campus events and collaborating with the main communications personnel for more significant external events.
  • Other Duties: Perform other duties as assigned.

 

 

Required Qualifications:

  • Bachelor’s Degree: A Bachelor’s degree in Business Administration, Management, Communications, or a related field.
  • Experience: At least 5 years of proven experience as a senior Executive 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.
  • Confidentiality: Experience managing confidential and sensitive information with a strong understanding of discretion and maintaining privacy in written and verbal communication.
  • Event Planning and Coordination: Experience organizing high-profile events, meetings, and conferences, including logistics management and coordinating with vendors.
  • Technology Proficiency: Advanced proficiency in office software such as Microsoft Office Suite (Word, Excel, PowerPoint, Outlook), collaborative tools (e.g., Google Workspace, Zoom, Teams), and the ability to quickly adapt to new tools.
  • Travel & Expense Management: Experience coordinating travel and accommodations for executives, ensuring budget adherence and attention to detail in arrangements.
  • Project Management: Strong project management skills with experience driving multiple initiatives from inception to completion, ensuring timely delivery and goal achievement.
  • Organizational Skills: Excellent organizational, time management, and attention to detail, with a proven ability to prioritize tasks efficiently and effectively in a fast-paced environment.
  • Collaborative Team Player: Proven experience working with senior leadership, especially with teams such as the President’s Cabinet, to ensure meeting organizational goals and objectives.
  • Financial Management: Experience managing budgets and financial reporting, including submitting expense reports, processing invoices, and tracking expenditures related to executive operations.

Preferred Qualifications: 

  • Higher Education or Nonprofit Experience: 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:

  • Communication Skills: Exceptional verbal and written communication skills with the ability to interact effectively with diverse stakeholders, including senior executives, faculty, staff, students, board members, and external partners.
  • Project Management: Advanced project management capabilities, with the ability to lead and drive approved initiatives from inception to completion while managing multiple tasks and competing priorities.
  • Cultural Competence: Cultural competence and adaptability, with the ability to thrive in multicultural environments and engage effectively with individuals from diverse backgrounds and perspectives.
  • Professionalism & Diplomacy: Proven ability to represent the university and the President's office with professionalism, diplomacy, and discretion in both internal and external communications.
  • Execution of Plans: Clear and effective execution of plans and policies, with the ability to translate strategic initiatives into actionable tasks and ensure their timely and successful completion.
  • Analytical Thinking: Analytical thinking and problem-solving abilities, with the capacity to assess situations, identify challenges, and implement effective solutions in a timely manner.
  • Accountability: Proven track record of integrity and accountability, ensuring that all actions and decisions align with the university's mission and values.
  • Technology Skills: Proficiency in using office technology and collaborative tools (e.g., Microsoft Office Suite, Google Workspace, project management software) to streamline tasks and improve operational efficiency.

 

Salary Range: $80,000 - $110,000 per year, based on experience.

 

Application Instructions
To ensure full consideration, please submit the following:

  • A letter of interest that describes your relevant experience based on the stated responsibilities, as well as how your background aligns with SFBU’s mission and values, particularly in terms of diversity, equity, inclusion, and social justice.
  • 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 closed. 

 

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 hrmgr@sfbu.edu.