Executive Assistant, LMU School of Film and Television

Loyola Marymount University-posted 2 months ago
$71,100 - $88,900/Yr
Full-time
Westchester, CA
1,001-5,000 employees
Educational Services
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Loyola Marymount School of Film & Television (LMU SFTV) is a top-ranked film school located in Los Angeles, CA. The school is recognized for its state-of-the-art facilities and equipment, award-winning faculty, expert staff, world-renowned alumni and innovative curriculum. LMU SFTV seeks a proactive, and detail-oriented Executive Assistant (EA) to provide high-level strategic and administrative support to the Dean of SFTV. The EA will manage the dean's office staff and student workers, oversee daily operations of the office, and contribute to strategic projects that elevate the student experience and increase the profile of the school. This position will be on site, in person five days a week.

  • Manage and maintain the Dean's calendar, coordinating and prioritizing a high volume of meetings, travel, and events with efficiency and precision.
  • Prepare executive expense reports, invoice payments, and other ad hoc budget items.
  • Prepare presentations and decks for meetings, retreats, offsite, etc. and support the creation of proposals for donors and strategic partners.
  • Lead the daily operations of the dean's office, performing or supervising office staff and student workers in tasks such as managing electronic information systems, maintaining office supplies, handling phones, welcoming guests, meeting setup, etc.
  • Anticipate the needs of the school and the Dean, taking proactive steps to address challenges, resolve conflicts, and streamline operations before issues arise.
  • Maintain current knowledge and inform the Dean of all SFTV activities including screenings, events, guest speakers, and any external industry activities relevant to SFTV.
  • Act as the main liaison between the Dean and all internal stakeholders including SFTV senior leadership, faculty, staff, students, university leadership, and administrative services across campus.
  • Act as a representative of the Dean as directed in external relationships regarding SFTV, including but not limited to donors, the Board of Regents, the Board of Trustees, alumni, and parents.
  • Respond to a wide variety of inquiries and issues from faculty, staff, students, and the public on behalf of the Dean.
  • Supervise and support the hiring, appointment, promotion, and tenure processes on behalf of the Dean for full-time faculty positions.
  • Supervise the processing of grants, stipends, and other special awards granted by the SFTV dean's office.
  • Coordinate with SFTV's Marketing and Communications partner to produce internal and external communications on behalf of the Dean.
  • Coordinate with dean's office staff, Director of Industry Relations, and Marketing and Communications regarding opportunities to highlight the school.
  • Coordinate with University Advancement on the engagement and acknowledgement of donors, alumni, and parents.
  • Organize various events, offsites, and meetings at the direction of the Dean, ensuring all logistics are handled.
  • Provide support on special projects, conducting research, preparing reports, and assisting with the management of key initiatives.
  • Continuously seek out ways to improve administrative processes, creating efficiencies and simplifying workflows.
  • Perform other duties as assigned or requested.
  • Typically, a bachelor's degree or equivalent experience, preferably in Film & Television, Business Administration, Communications, Management, or related field.
  • Minimum of 6 years of experience providing executive support in a complex, high-level executive office.
  • Proven ability to thrive in a dynamic setting with a strong sense of urgency and ownership.
  • Excellent writing, editing, and proofreading skills.
  • Exceptional organizational skills, a meticulous eye for detail, and the ability to juggle multiple high priority requests.
  • Highly flexible and comfortable with adapting to changing priorities.
  • Experience working with complex information and developing solutions.
  • Knowledge of the relative roles of faculty, staff, and administrators in the university environment.
  • Professional demeanor and interpersonal experience to handle sensitive or difficult situations diplomatically.
  • Teamwork skills to facilitate positive interactions and workflow.
  • High level of integrity and discretion in handling confidential information.
  • Strong computer skills in Microsoft Word, Outlook, Excel, PowerPoint, Zoom and Teams.
  • Experience with electronic signature software, Adobe Sign preferred.
  • Experience in the entertainment industry preferred.
  • Prior university experience a plus.
  • Extensive interest in and knowledge of film, television, and new media.
  • Experience in cross-functional project management and supervising staff is preferred.
  • Experience in the entertainment industry preferred.
  • Prior university experience a plus.
  • Salary range $71,100.00 - $88,900.00, commensurate with education and experience.
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