Executive Assistant, SFTV Dean’s Office

Loyola Marymount University; Los Angeles (CA); On-site; USD 42,000 - 52,000; Full time

Job summary

Loyola Marymount University in Los Angeles seeks an Executive Assistant to support the Dean of the School of Film & Television. You will manage the Dean’s calendar, coordinate faculty personnel actions, and oversee daily Office operations in a fast-paced academic setting.

Ideal candidates have a bachelor's degree or equivalent experience, exceptional communication skills, and the ability to handle confidential matters with discretion. Some evening/weekend event support may be required.

Qualifications

• Bachelor's degree or equivalent experience preferred.
• Exceptional written, verbal, and interpersonal communication skills.

Responsibilities

• Manage and maintain the Dean’s calendar with a high volume of meetings, travel, and events.
• Coordinate faculty personnel processes, recruitments, promotions, and faculty searches, ensuring confidentiality and timelines.
• Oversee daily office operations, supervise student workers, and coordinate meetings and events for the Dean's Office.

Job description

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 Executive Assistant manages the Dean's schedule and priorities, coordinates faculty personnel processes, oversees daily office operations, supervises student employees, and serves as a key liaison among faculty, staff, students and university partners. This position requires exceptional judgment, discretion, organizational skills, and the ability to anticipate needs and manage multiple complex priorities in a fast-paced academic environment.Position Specific Responsibilities/Accountabilities35% Executive Support to the DeanManage and maintain the Dean’s calendar, coordinating and prioritizing a high volume of meetings, travel, and events.Anticipate the Dean's needs by monitoring priorities, preparing briefing materials, tracking follow-up actions, and ensuring timely completion of commitments, initiatives, and key decisions.Provide meeting support for the Dean for in-person and virtual meetings as needed.Prepare executive expense reports, invoice payments, and other ad hoc budget items.Provide support on special projects, conducting research, preparing and distributing reports, agendas and other materials, and assisting with the management of key initiatives.Create efficiency and simplify workflows in the Dean’s office. 35% Faculty Affairs & Human Resources AdministrationCoordinate and support the faculty lifecycle on behalf of the Dean, including recruitment, hiring, appointments, promotion, tenure, and other academic personnel actions; ensure activities are completed accurately, confidentially, and in accordance with university policies and timelines.Serve as the Dean's Office liaison to Human Resources, the Provost's Office, department chairs, and other university partners, facilitating communication, tracking approvals, and ensuring the timely progression of faculty personnel actions.Review, monitor, and maintain job postings and applications in Workday.Collect, gather, and organize documents and files from faculty, chairs, and applicants in designated BOX folders. Manage appropriate access levels and ensuring confidentiality.Develop email templates for correspondence related to faculty searches for both internal and external parties.Coordinate faculty search and recruitment logistics, including interview scheduling, candidate itineraries, teaching demonstrations, travel, lodging, meals, transportation, and meeting arrangements; collaborate with faculty search committees, department chairs, and university partners to ensure a seamless candidate experience.Provide administrative oversight for faculty grants and fellowships by coordinating communications, maintaining records and timelines, tracking award administration and payments, and collaborating with faculty leadership, budget staff, and university partners to ensure timely and accurate processing of awards and related activities.Maintain faculty personnel records, timelines, calendars, and documentation related to appointments, promotions, tenure, and faculty searches.30% Dean’s Office Operations & Special ProjectsLead the daily operations of the dean’s office, performing or supervising student workers in tasks such as maintaining office supplies, handling phones, welcoming guests, meeting setup, etc.Monitor and respond to inquiries within a centralized email inbox in a timely manner.Maintain organized systems, shared documents, and project trackers.Maintain in-depth knowledge of university policies, procedures, and internal practices.Coordinate logistical support for Dean's Office meetings, events, and special initiatives, including space reservations, catering, hospitality, technology support, transportation, parking, and other operational needs.Provide onsite support for Dean’s Office events; some evening and weekend event support required.Oversee the hiring and onboarding process for student workers in accordance with university policies and Student Employment Services guidelines.Supervise, schedule, and delegate tasks to student workers to support operations ensuring assignments are appropriate to their role.Perform additional duties and support special projects as assigned consistent with the scope and level of the role.Loyola Marymount University ExpectationsExhibit behavior that supports the mission, vision, and values of the university. Communicate and employ interpersonal actions that model high standards of professional, responsible, accountable, and ethical conduct. Demonstrate a commitment to outstanding customer service.Requisite QualificationsTypically, a bachelor's degree or equivalent experience. Preferably in Film & Television, Business Administration, Communications, Management, or related field. Incumbent will be expected to continue upgrading knowledge and skills.Minimum of 6 years of experience providing executive-level support in a complex, high-level executive office. Experience in cross-functional project management and supervising staff is preferred.Knowledge of the relative roles of faculty, staff, and administrators, and the protocols for communication and interactions between these parties in the university environment.Exceptional written, verbal, and interpersonal communication skills, with the ability to represent a senior academic leader professionally, handle sensitive situations with diplomacy and discretion, and communicate effectively with faculty, staff, students, university leadership, and external constituents.Proven ability to work both independently and collaboratively, building effective partnerships across executive offices, academic units, and university departments.Demonstrated knowledge of human resources, faculty affairs, or academic personnel processes; experience with Workday or similar enterprise systems strongly preferred.Advanced proficiency in Microsoft Office Suite, Teams, Zoom, and other business technologies, with the ability to quickly learn and adapt to university systems and processes.Experience with electronic signature software. Adobe Sign preferredExceptional organizational and project management skills, including attention to detail, the ability to prioritize competing demands, manage multiple deadlines, and perform effectively in a high-volume environment.Experience supporting faculty appointments, academic personnel actions, human resources processes, or higher education administration preferred.Commitment to supporting a diverse and inclusive work environment.Experience in the entertainment industry preferred or extensive interest in and knowledge of film, television, and new media.The above statements are intended to describe the general nature and level of work being performed. They are not intended to be construed as an exhaustive list of all responsibilities, duties and skills required of this position.#HERC# #HEJ#Staff RegularSalary range$30.43 - $38.07 Salary commensurate with education and experience.Please note that this position may not be eligible for visa sponsorship now or in the future.Loyola Marymount University, a Carnegie classified R2 institution in the mainstream of American Catholic higher education, seeks outstanding applicants who value its mission and share its commitment to inclusive excellence, the education of the whole person, and the building of a just society. LMU is an equal opportunity employer committed to providing an environment free from discrimination and harassment as defined by federal, state and local law. We invite all persons in the full diversity of their being, life experience, and beliefs to apply. (Visit www.lmu.edu for more information.)LMU is committed to providing equal access to employment opportunities and ensuring a comprehensive recruitment and selection process for all applicants.Individuals who require a reasonable accommodation to participate in any stage of the application, interview, or selection process may contact Human Resources at [e-mail] or by phone at [phone]. Applicants who use relay services or other assistive communication technologies are welcome to utilize those services when contacting Human Resources.When contacting Human Resources, please include the job posting number, title of the position and department for which you are applying. Applicants are not required to disclose the nature of a disability or provide medical information when requesting an accommodation during the recruitment process.LMU will work with applicants in a timely and interactive process to identify and provide reasonable accommodations consistent with applicable federal and state law.