Position Summary:The Executive Administrative Partner serves as a trusted partner to the President and Chief of Staff, helping drive executive priorities, institutional initiatives, governance activities, stakeholder engagement, and operational effectiveness across the university. This role is ideal for a proactive, exceptionally organized professional who thrives on managing competing priorities, anticipating needs, and creating efficient systems and solutions.
The Executive Administrative Partner Coordinates complex schedules, executive meetings, Board activities, travel, events, and operational logistics, including support relate to the President's residence and executive gatherings. The role also serves as a key administrative leader across campus by fostering collaboration among SFBU administrative staff and promoting operational best practices. Candidates who are solutions-oriented, service-minded, adaptable under pressure, and skilled in executive support, hospitality, and event coordination will thrive in this opportunity.
This is a full-time, exempt, on-site position located in Fremont, California.Salary Range: $125,000- $140,000 per year, based on experience.
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.
- Coordinate logistics and administrative support related to official presidential events, executive hospitality, and designated university-owned executive facilities.
- 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.
- Contribute to special projects and emerging priorities that support the strategic objectives of the 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 5-8+ years of experience supporting senior executives, boards, founders, presidents, C-suite leaders, or similarly complex organizational environments.
- 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.
- Experience leveraging productivity and workflow technologies, including Microsoft 365, collaborative platforms, project management systems, and AI-enabled administrative tools.
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.
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.
