Executive Assistant, SFTV Dean’s Office

Loyola Marymount University•Westchester, FL

About The Position

The Executive Assistant serves as a trusted partner to the Dean of the School of Film & Television, providing high-level executive, administrative, and faculty affairs support. The role manages the Dean’s schedule and priorities, coordinates faculty personnel processes, oversees daily office operations, supervises student employees, and serves as a liaison among faculty, staff, students, and university partners. It requires exceptional judgment, discretion, organization, and the ability to anticipate needs and manage complex priorities in a fast-paced academic environment. The position provides executive support to the Dean, including calendar management, meeting and travel coordination, briefing materials, follow-up tracking, expense reports, invoice payments, and special project support. It coordinates faculty lifecycle and personnel processes, including recruitment, hiring, appointments, promotion, tenure, searches, grants, and fellowships, while maintaining records and ensuring confidentiality and compliance with university policies. It also leads daily Dean’s Office operations, maintains systems and shared documents, coordinates meetings and events, oversees student worker hiring and onboarding, and supervises their work. The role includes onsite support for Dean’s Office events, with some evening and weekend event support required. The employee is expected to support the university’s mission, values, professional and ethical standards, and commitment to outstanding customer service and inclusive excellence.

Requirements

Typically, a bachelor’s degree or equivalent experience.
Minimum of 6 years of experience providing executive-level support in a complex, high-level executive office.
Knowledge of the relative roles of faculty, staff, and administrators and appropriate university communication protocols.
Exceptional written, verbal, and interpersonal communication skills, including the ability to represent a senior academic leader professionally and handle sensitive situations with diplomacy and discretion.
Ability to work independently and collaboratively and build partnerships across executive offices, academic units, and university departments.
Advanced proficiency in Microsoft Office Suite, Teams, Zoom, and other business technologies, with the ability to learn university systems and processes.
Experience with electronic signature software.
Exceptional organizational and project management skills, attention to detail, and ability to prioritize competing demands, manage deadlines, and work effectively in a high-volume environment.
Commitment to supporting a diverse and inclusive work environment.

Nice To Haves

Bachelor’s degree preferably in Film & Television, Business Administration, Communications, Management, or a related field.
Experience in cross-functional project management and supervising staff.
Demonstrated knowledge of human resources, faculty affairs, or academic personnel processes.
Experience with Workday or similar enterprise systems.
Adobe Sign experience.
Experience supporting faculty appointments, academic personnel actions, human resources processes, or higher education administration.
Experience in the entertainment industry or extensive interest in and knowledge of film, television, and new media.

Responsibilities

Manage and maintain the Dean’s calendar, prioritizing meetings, travel, and events.
Monitor priorities, prepare briefing materials, track follow-up actions, and support timely completion of commitments and decisions.
Provide support for in-person and virtual meetings.
Prepare executive expense reports, invoice payments, and other budget items.
Support special projects through research, reports, agendas, materials, and initiative management.
Improve efficiency and simplify workflows in the Dean’s Office.
Coordinate faculty recruitment, hiring, appointments, promotion, tenure, and other academic personnel actions in accordance with university policies and timelines.
Serve as a liaison to Human Resources, the Provost’s Office, department chairs, and university partners; facilitate communications and track approvals.
Review and monitor job postings and applications in Workday.
Collect and organize faculty, chair, and applicant documents in designated BOX folders, manage access, and maintain confidentiality.
Develop email templates for internal and external faculty search correspondence.
Coordinate faculty search logistics, including interviews, candidate itineraries, teaching demonstrations, travel, lodging, meals, transportation, and meetings.
Administer faculty grants and fellowships by coordinating communications, records, timelines, award administration, and payments.
Maintain personnel records, timelines, calendars, and documentation related to appointments, promotions, tenure, and faculty searches.
Lead daily Dean’s Office operations, including performing or supervising office support tasks such as supply maintenance, phone coverage, welcoming guests, and meeting setup.
Monitor and respond to inquiries in a centralized email inbox.
Maintain organized systems, shared documents, and project trackers.
Maintain knowledge of university policies, procedures, and internal practices.
Coordinate logistics for Dean’s Office meetings, events, and special initiatives, including space, catering, hospitality, technology, transportation, and parking.
Provide onsite support for Dean’s Office events, including some evening and weekend events.
Oversee student worker hiring and onboarding in accordance with university policies and Student Employment Services guidelines.
Supervise, schedule, and delegate appropriate tasks to student workers.
Perform additional duties and support special projects consistent with the scope and level of the role.
Exhibit conduct that supports the university’s mission, vision, and values, model professional and ethical standards, and demonstrate outstanding customer service.