Executive Assistant, LMU School of Film and Television

Executive Assistant

Loyola Marymount School of Film & Television (LMU SFTV) is a top-ranked film school located in Los Angeles, CA. The school is recognized for its state-of-the-art facilities and equipment, award-winning faculty, expert staff, world-renowned alumni and innovative curriculum. LMU SFTV seeks a proactive, and detail-oriented Executive Assistant (EA) to provide high-level strategic and administrative support to the Dean of SFTV. The EA will manage the dean's office staff and student workers, oversee daily operations of the office, and contribute to strategic projects that elevate the student experience and increase the profile of the school. This position will be on site, in person five days a week.

Position Specific Accountabilities

• Manage and maintain the Dean's calendar, coordinating and prioritizing a high volume of meetings, travel, and events with efficiency and precision. Evaluate meeting requirements, research and prepare background material, 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 Dean's office, performing or supervising office staff and student workers in tasks such as 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 SFTV's 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 dean's office staff, the HR department, and the Provost's office.
• Supervise the processing of grants, stipends, and other special awards granted by the SFTV dean's office.
• Coordinate with SFTV's Marketing and Communications partner to produce internal and external communications on behalf of the Dean.
• Coordinate with dean's 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

Requisite Qualifications