Executive Assistant

Chapman University; Irvine (CA); On-site; USD 72,000 - 75,000; Full time

Job summary

Chapman University is seeking an Executive Assistant to support the Dean and Senior Associate Dean of Dodge College of Film and Media Arts on the main campus in Orange, CA. The role requires discretion, impeccable calendar management, travel coordination, and preparation of reports and correspondence.

Responsibilities include coordinating meetings, managing communications, supporting events and special projects, and ensuring accurate, timely administrative work within a fast-paced academic

Qualifications

• Minimum 3–5 years of executive support experience.
• Experience with high-level calendar management.
• Excellent oral and written communication skills.
• Discretion handling confidential information.
• Meticulous attention to detail and independence.
• Strong organizational and multitasking abilities.
• Ability to work with high volume and meet deadlines.
• Proficiency with Microsoft Office applications (Excel, Word, Outlook).

Responsibilities

• Provide confidential administrative support to the Dean and Senior Associate Dean.
• Serve as primary contact for the Dean's Office and respond to inquiries.
• Manage calendars and meeting requests; adjust appointments as priorities change.
• Coordinate in-person and virtual meetings, travel, and materials.
• Draft and prepare correspondence, reports, and presentations.
• Coordinate communications with campus partners.
• Arrange travel for the Dean and Senior Associate Dean.
• Submit monthly P-Card transactions and reimbursement reports.
• Support faculty hiring interviews logistics.
• Oversee events and special projects (Master Class visits, retreats, etc.).

Skills

Executive support

Calendar management

Communication

Confidentiality

Attention to detail

Initiative

Workload management

MS Excel

MS Word

Outlook

Tools

Microsoft Excel

Microsoft Word

Outlook

Job description

Please see Special Instructions for more details.

At Chapman University, we believe collaboration thrives through in-person engagement. This position is fully on campus, and employees work alongside colleagues, faculty, students, and staff each day to support our vibrant university community.

Chapman University is an equal opportunity employer that provides equal employment opportunities to all individuals, regardless of their protected characteristics. All qualified applicants and employees are encouraged to apply and will receive consideration for employment without regard to race, color, religion, age, sex, sexual orientation, gender identity, gender expression, national origin, ancestry, citizenship status, physical disability, mental disability, medical condition, military and veteran status, marital status, pregnancy, genetic information or any other characteristic protected by state or federal law.

Applicants for Staff and Administrator positions must be currently authorized to work in the United States on a full-time basis.

The offer of employment is contingent upon satisfactory completion and outcomes of a criminal background screening and returning to the Office of Human Resources a signed original acceptance of the Chapman University Agreement to Arbitrate.

Position Information

Position Title

Executive Assistant

Position Type

Regular

Job Number

SA93924

Full or Part Time

full-time 40 hours weekly

Fair Labor Standard Act Classification

Exempt

Anticipated Pay Range

$72,000-75,000

Pay Range Information

Chapman University is required to provide a reasonable estimate of the compensation range for this position. This range takes into account a variety of factors that are considered in making compensation decisions, including experience, skills, knowledge, abilities, education, licensure and certifications, and other business and organizational needs. Salary offers are determined based on the final candidate’s qualifications and experience, as well as internal equity and other internal factors. The anticipated pay range is not a promise of a particular wage.

Position Summary Information

Job Description Summary

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.

Responsibilities

Executive and Administrative Support to the Dean’s Office

• 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.

College Events and Special Projects

• 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.

Required Qualifications

• 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.

Desired Qualifications

• Experience working in Higher Education.
• Experience working in the entertainment industry.

MAIN CAMPUS
One University Drive
Orange, CA 92866
[phone]
RINKER HEALTH SCIENCE CAMPUS
9401 Jeronimo Road
Irvine, CA 92618
© 2019 CHAPMAN UNIVERSITY

The offer of employment is contingent upon satisfactory completion and outcomes of a criminal background screening, and returning to the Office of Human Resources a signed original acceptance of the Chapman University Agreement to Arbitrate.