Executive Assistant, LMU School of Film and Television

• Manage and maintain the Deans calendar coordinating and prioritizing a high volume of meetings travel and events with efficiency and precision. Evaluate meeting requirements research and prepare background materials and provide executive briefings to the Dean in preparation for commitments.

• Prepare executive expense reports invoice payments and other ad hoc budget items.

• Prepare presentations and decks for meetings retreats offsite etc. and support the creation of proposals for donors and strategic partners.

• Lead the daily operations of the deans office performing or supervising office staff and student workers in tasks such as the following: managing electronic information systems maintaining office supplies handling phones welcoming guests meeting setup etc.

• Anticipate the needs of the school and the Dean taking proactive steps to address challenges resolve conflicts and streamline operations before issues arise.

• Maintain current knowledge and inform the Dean of all SFTV activities including screenings events guest speakers and any external industry activities relevant to SFTV such as industry screenings panels festivals etc. Stay up-to-date and keep the Dean informed of industry news and trends as they relate to SFTVs strategic plan and the goals of the Dean.

• Act as the main liaison between the Dean and all internal stakeholders including SFTV senior leadership faculty staff students university leadership and administrative services across campus.

• Act as a representative of the Dean as directed in external relationships regarding SFTV including but not limited to donors the Board of Regents the Board of Trustees alumni and parents.

• Respond to a wide variety of inquiries and issues from faculty staff students and the public on behalf of the Dean including those sensitive in nature in a diplomatic and respectful manner.

• Supervise and support the hiring appointment promotion and tenure processes on behalf of the Dean for full-time faculty positions in collaboration with other deans office staff the HR department and the provosts office.

• Supervise the processing of grants stipends and other special awards granted by the SFTV deans office.

• Coordinate with SFTVs Marketing and Communications partner to produce internal and external communications on behalf of the Dean.

• Coordinate with deans office staff Director of Industry Relations and Marketing and Communications regarding opportunities to highlight the school and tracking alumni student and faculty accomplishments. Stay current and inform the Dean regarding social media as it relates to SFTV.

• Coordinate with University Advancement on the engagement and acknowledgement of donors alumni and parents.

• Organize various events offsites and meetings at the direction of the Dean ensuring all logistics are handled including preparation and distribution of agendas materials and follow-ups. Ensure guests receive thank you notes and gifts.

• Provide support on special projects conducting research preparing reports and assisting with the management of key initiatives.

• Continuously seek out ways to improve administrative processes creating efficiencies and simplifying workflows in collaboration with the Director of Operations. Ensure conformity to university policies and procedures. This position must be intimately familiar with and maintain current knowledge of all SFTV and university policies protocols and procedures.

• Perform other duties as assigned or requested.

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 bachelors 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 support in a complex high-level executive office. Experience in cross-functional project management and supervising staff is preferred.

• Proven ability to thrive in a dynamic setting with a strong sense of urgency and ownership.

• Excellent writing editing and proofreading skills to produce correspondence and other written materials that reflect the high standards and professionalism of an executive office. Dexterity to craft effective communications for a range of audiences.

• Exceptional organizational skills a meticulous eye for detail and the ability to juggle multiple high priority requests and meet tight deadlines.

• Highly flexible and comfortable with adapting to changing priorities. Organizational analytical and problem-solving skills to effectively manage the Deans workflow to maximize efficiency. Skills to take appropriate initiative and prioritize work while managing a heavy workload overlapping activities and conflicting priorities.

• Experience working with complex information determining level and scope of impact identifying risks evaluating a range of approaches and developing solutions within the context of priorities time constraints and available resources.

• Knowledge of the relative roles of faculty staff and administrators and the protocols for communication and interactions between these parties in the university environment.

• Professional demeanor and interpersonal experience to handle sensitive or difficult situations diplomatically. Ability to represent a high-level executive with tact and discretion and to work and communicate effectively and sensitively with a wide variety of colleagues and constituents.

• Teamwork skills to facilitate positive interactions and workflow with other executive level offices and staff within the college and university.

• High level of integrity and discretion in handling confidential information and professional decorum to represent and interface with university leadership and outside institutions.

• Strong computer skills in Microsoft Word Outlook Excel PowerPoint Zoom and Teams. Expertise in desktop publishing and graphics/charts/visual presentation software. Proficient in Mac OS and PC systems.

• Experience with electronic signature software. Adobe Sign preferred.

• Experience in the entertainment industry preferred.

• Prior university experience a plus.

• Extensive interest in and knowledge of film television and new media.