Executive Assistant

About the Company

San Francisco Bay University is a nonprofit, WASC-accredited university located in Silicon Valley, California. The university focuses on innovative education, student success, diversity, equity, inclusion, and preparing students for lifelong careers.

About the Role

The Executive Assistant to the Provost provides high-level executive and administrative support to Academic and Student Affairs leadership. The role involves managing executive calendars, budgets, projects, events, communications, and operational activities while ensuring smooth day-to-day administration across academic departments.

Job Functions

• Executive and administrative support
• Calendar and meeting management
• Travel coordination and logistics
• Budget monitoring and expense management
• Project coordination and tracking
• Event planning and execution
• Contract and vendor management
• Recruitment and interview coordination
• Documentation and report preparation
• Office administration and stakeholder communicatio

Qualifications

• Bachelor’s Degree required
• Master’s Degree preferred
• Minimum 5 years of administrative or executive support experience
• Experience supporting academic leadership or governing boards preferred
• Strong organizational and multitasking skills
• Excellent written and verbal communication skills
• High level of professionalism and confidentiality
• Strong problem-solving and project management abilities
• Proficiency in Microsoft 365, Google Workspace, and project management tools (Asana preferred)
• Ability to work independently and collaboratively in a fast-paced environment

Requirements

• Manage complex executive calendars and schedules
• Coordinate university meetings, events, and travel arrangements
• Support budget planning, expense tracking, and financial reporting
• Prepare reports, presentations, correspondence, and meeting materials
• Assist with academic projects and cross-functional initiatives
• Handle confidential information with discretion
• Support recruitment and onboarding activities
• Maintain records, inventories, and administrative documentation
• Ability to occasionally work evenings or weekends
• Ability to lift up to 20 lbs

Equal Opportunity Employer

San Francisco Bay University is an Equal Opportunity and Affirmative Action Employer. The university provides equal employment opportunities to all applicants and employees regardless of race, color, religion, sex, age, national origin, disability, veteran status, sexual orientation, or any other legally protected