Executive Assistant, SFTV Dean’s Office

Loyola Marymount University; New York (NY); Sur place; USD 90 000 - 130 000; Plein temps

Résumé du poste

Loyola Marymount University in Los Angeles seeks an Executive Assistant to the Dean of the School of Film & Television to provide high-level administrative support and manage the Dean's calendar, meetings, and travel. You will serve as a trusted liaison among faculty, staff, students, and university partners.

The role requires discretion, strong organizational skills, and the ability to manage confidential information while supporting faculty personnel processes and office operations in a

Qualifications

• Bachelor's degree or equivalent experience; preferably in Film & Television, Business Admin, Communications, or related field.
• Minimum of 6 years' executive support experience.
• Ability to handle confidential information with discretion.
• Strong organizational and communication skills.

Responsabilités

• Manage the Dean's calendar and coordinate meetings, travel, and events.
• Prepare briefing materials, track follow-ups, and support budgeting tasks.
• Coordinate faculty recruitment, hiring, promotions, and personnel actions; liaise with HR and Provost.
• Maintain faculty records, postings in Workday, and search logistics.
• Oversee Dean's Office operations, supervise student workers, handle inquiries, and coordinate events.

Connaissances

Executive support

Calendar management

Stakeholder liaison

Budget support

Discretion and judgment

Formation

Bachelor's degree

Outils

Workday

Box

Microsoft Outlook

Description du poste

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/Accountabilities

35% Executive Support to the Dean

• Manage 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 Administration

• Coordinate 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 Projects

• Lead 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 Expectations

Exhibit 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 Qualifications

Typically, 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 executiv