Executive Assistant

Chapman University Careers•Irvine, CA

18d

About The Position

The Executive Assistant role requires the individual to be dynamic, friendly, and happy to be at the center of a bustling, high-energy film school. Provide high level administrative support to the Dean, and Senior Associate Dean of Dodge College of Film and Media Arts. Show initiative, pro-activeness, and a sense of urgency ensuring tasks are consistently moving forward. Develop and implement processes to ensure work accuracy especially as it relates to calendar management. This role also involves liaising with entertainment industry artists and executives. As a representative of the Dean’s Office, convey a service-oriented, polished, and professional image to all internal and external constituents, performing all duties and responsibilities in a professionally competent and skillful manner, always observing confidentiality.

Requirements

Experience providing executive support in a professional office.
Excellent oral and written communication skills including the ability to prepare, proofread and edit clear, concise and grammatically correct business correspondence and other documents.
Excellent telephone and e-mail etiquette.
Meticulous attention to detail.
Ability to handle highly confidential information with discretion and professionalism.
Ability to exercise initiative and work independently.
Ability to effectively deal with high work volume.
Comfortable with Microsoft Excel, Word, Outlook, PowerPoint.
Ability to maintain accurate files.
Ability to use tact and diplomacy and maintain a high level of confidentiality and work collaboratively with others.

Responsibilities

Provide exceptional administrative support for the Dean and Dean’s Office
Serve as a main point of contact for students, faculty, parents, and visitors.
Interact with campus partners to facilitate communication and information exchanges to and from the dean’s office.
Manage calendars and travel logistics for the Dean, and Senior Associate Dean.
Organize, prioritize, and expedite the flow of requests and documents through the dean’s office.
Prepare, edit, proof, and distribute materials/documents on behalf of the dean.
Prompt the deans on upcoming meetings and deadlines.
Anticipate and provide information and meeting materials in advance.
odentify meeting action items, communicating out as needed, and maintain status reports.
Proactively seek out and research entertainment industry-related news and topics of interest to the dean.
Oversee monthly P-Card transactions and prepare allocation reports.
Coordinate logistics for various recurring and ad hoc meetings, working with catering/event staff as needed.
Maintain confidentiality and use discretion when discussing sensitive matters.
Schedule and coordinate logistics for staff search interviews.
Assist with College Events and Special Projects
Support the dean with Master Class events, guest speakers, dinners etc., by serving as his rep/liaison with high-level guests.
Oversee the planning and execution of the annual faculty and staff retreat.
In collaboration with the dean, and Dodge leadership, create the schedule, associated documents, reports, and PowerPoint presentations.
Coordinate all logistics and documentation for program reviews and external reviewer visits.
Serve as the administrative contact to visiting scholars.
Assist with new student orientation week, and current-student events as needed.
Assist with office moves in collaboration with the Operations Manager.
Other duties as assigned.