Executive Assistant, SFTV Dean’s Office

Loyola Marymount University•Lewisboro, NY

9d•$30 - $38

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, organizational skills, and the ability to anticipate needs and manage multiple complex priorities in a fast-paced academic environment. The position provides executive support to the Dean, including calendar and meeting coordination, preparation of briefing materials, tracking follow-up actions, expense and invoice processing, special-project research and materials, and workflow improvement. It coordinates faculty lifecycle and personnel actions, search and recruitment logistics, records, grants, and fellowships while liaising with Human Resources, the Provost’s Office, chairs, faculty, and other university partners. It also leads daily Dean’s Office operations, maintains systems and shared records, coordinates events and special initiatives, and hires, schedules, delegates work to, and supervises student employees. Some evening and weekend event support is required. The role is expected to model the university’s mission, values, professional and ethical conduct, accountability, and outstanding customer service. The position is regular staff. Salary range is $30.43–$38.07, commensurate with education and experience. The role may not be eligible for visa sponsorship now or in the future.

Requirements

Typically, a bachelor’s degree or equivalent experience; the incumbent is expected to continue upgrading knowledge and skills.
At least 6 years of experience providing executive-level support in a complex, high-level executive office.
Knowledge of the roles of faculty, staff, and administrators and of communication and interaction protocols in a university environment.
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 communicate effectively with faculty, staff, students, university leadership, and external constituents.
Ability to work independently and collaboratively and build effective 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 multiple deadlines, and perform effectively in a high-volume environment.
Commitment to supporting a diverse and inclusive work environment.

Nice To Haves

A 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, coordinating and prioritizing meetings, travel, and events.
Monitor priorities, prepare briefing materials, track follow-up actions, and ensure timely completion of commitments, initiatives, and decisions.
Provide in-person and virtual meeting support for the Dean.
Prepare executive expense reports, invoice payments, and other budget items.
Support special projects through research, report preparation and distribution, agenda preparation, and assistance managing initiatives.
Improve efficiency and simplify workflows in the Dean’s Office.
Coordinate faculty lifecycle processes, including recruitment, hiring, appointments, promotion, tenure, and other academic personnel actions, ensuring accuracy, confidentiality, and compliance with university policies and timelines.
Serve as a liaison to Human Resources, the Provost’s Office, department chairs, and university partners; facilitate communication, track approvals, and support timely personnel actions.
Review, monitor, and maintain job postings and applications in Workday.
Collect and organize documents and files in designated BOX folders, manage access levels, and maintain confidentiality.
Develop email templates for internal and external faculty-search correspondence.
Coordinate faculty search and recruitment logistics, including interviews, candidate itineraries, teaching demonstrations, travel, lodging, meals, transportation, and meeting arrangements.
Administer faculty grants and fellowships by coordinating communications, maintaining records and timelines, tracking awards and payments, and collaborating to ensure accurate and timely processing.
Maintain faculty personnel records, timelines, calendars, and documentation for appointments, promotions, tenure, and faculty searches.
Lead daily Dean’s Office operations, performing or supervising student workers’ office-support tasks, such as maintaining supplies, handling phones, welcoming guests, and setting up meetings.
Monitor and respond promptly to inquiries in a centralized email inbox.
Maintain organized systems, shared documents, and project trackers.
Maintain in-depth knowledge of university policies, procedures, and internal practices.
Coordinate logistical support for meetings, events, and initiatives, including space, catering, hospitality, technology, transportation, and parking.
Provide onsite support for Dean’s Office events, including some evening and weekend support.
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 special projects consistent with the scope and level of the role.
Support the university’s mission, vision, and values; model professional, responsible, accountable, and ethical conduct; and demonstrate outstanding customer service.