Executive Assistant

Chapman University Careers•Irvine, CA

18d

About The Position

Reporting to the Director of Business Operations, the Executive Assistant provides high-level administrative support to the Dean and Senior Associate Dean of Dodge College of Film and Media Arts. The role requires someone who is dynamic, dedicated, and self-motivated, with solid organizational skills and the ability to meet tight deadlines while juggling multiple requests in a fast-paced environment. As an experienced planner, the individual understands business priorities, is proactive, and anticipates needs. The successful candidate completes complex tasks quickly with little guidance and responds with appropriate urgency to situations that require a quick turnaround. The role requires a high level of integrity and discretion in handling confidential information, and professionalism in working with college and university leadership, donors, guests, and entertainment industry artists and executives. Accuracy, especially in calendar management, is imperative. As a representative of the Dean’s Office, the Executive Assistant conveys a service-oriented, polished, and professional image to all internal and external constituents.

Requirements

Minimum of 3 to 5 years of experience, preferably in a fast-paced or creative setting.
Experience providing executive support in a professional office.
Experience with executive level calendar management.
Excellent oral and written communication skills including the ability to prepare, proofread and edit clear, concise and grammatically correct business correspondence and other documents.
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.
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 high-level, confidential administrative support to the Dean and Senior Associate Dean, using sound judgment and discretion with sensitive information.
Serve as the primary point of contact for the Office of the Dean of Dodge College of Film and Media Arts, responding to inquiries from students, faculty, staff, parents, and visitors.
Manage the calendars and meeting requests of the Dean and Senior Associate Dean, keeping them accurate and adjusting appointments quickly as priorities change.
Coordinate in-person and virtual meeting logistics, including confirmations, directions, virtual links, and materials; capture action items and next steps and follow up as needed.
Proactively remind the Dean and Senior Associate Dean of upcoming deadlines, meetings, and commitments.
Organize, prioritize, and expedite the flow of requests, correspondence, and documents through the Dean’s Office.
Draft, edit, and prepare correspondence, reports, and presentations for the Dean.
Work with campus partners to support clear communication to and from the Dean’s Office.
Arrange travel for the Dean and Senior Associate Dean.
Compile and submit monthly P-Card transactions and reimbursement reports.
Conduct research and summarize findings for the Dean and Senior Associate Dean as requested.
Maintain and update contacts and distribution lists.
Coordinate scheduling and logistics for staff and faculty hiring interviews.
Serve as the Dean’s representative and liaison with high-level guests at Master Class events, guest speaker visits, dinners, and similar events, including arranging guest hospitality and gifts. Events can take place in the evenings and weekends.
In collaboration with the Director of Administrative Operations, oversee the planning and execution of the annual faculty and staff retreat; work with the Dean and Dodge College leadership to develop the schedule, documents, reports, and presentations.
Coordinate all logistics and documentation for program reviews and external reviewer visits.
Serve as the administrative contact for visiting scholars, answering operational and orientation questions.
Support Dodge College events, including commencement, new student orientation, open houses, Homecoming, and student events.
Support onboarding logistics for new staff and faculty as needed.
Perform other duties as assigned.