Executive Assistant to the Dean

The Regents of the University of California on behalf of their Los Angeles Campus · United States

The Executive Assistant to the Dean is the operational center of the Dean's Office at the UCLA School of Theater, Film and Television — one of the world's leading institutions for theater, film, television, and digital storytelling, located in the creative capital of the world. The Dean is a filmmaker, scholar, and public leader whose work moves daily among university leadership, major donors, entertainment industry executives, national and international arts organizations, and an acclaimed faculty of artists and scholars and the most talented student body. The EA makes that movement possible. This is a role for someone who anticipates what's needed before it's asked, tracking every commitment to completion, and representing the office to every constituent - from a studio head to a first-year student - with warmth, precision, and discretion. The EA manages a complex, fast-changing calendar; national and international travel; high-stakes correspondence; briefing materials; and the hospitality of an office that regularly welcomes leaders in the arts, entertainment, and higher education. The right candidate finds deep satisfaction in flawless execution, builds systems that ensure nothing is dropped, and wants their excellence to serve a mission: cultivating the next generation of storytellers who will change the culture with independence, innovation and impact.

• Demonstrated experience providing executive level support in a highly matrixed and dynamic academic and/or administrative environment. (Required)
• Demonstrated working knowledge of the academic and administrative processes in institutions of higher education or equivalent from entertainment industry. (Required)
• Demonstrated superior interpersonal skills, exhibiting tact and diplomacy in establishing and maintaining cooperative working relationships and in interacting effectively within a diverse environment. (Required)
• Demonstrated ability to independently track, prioritize, and complete a high volume of concurrent tasks with accuracy, with proven follow-through in a role where errors carry significant consequences (Required)
• Demonstrated skill in handling matters of the utmost confidentiality; maintain information, records and correspondence with judgment and discretion. (Required)
• Demonstrated working, detailed knowledge of University policies, practices and precedents and where to obtain pertinent information. (Preferred)
• Experience supporting a senior executive in higher education, entertainment, media, the arts, a talent agency, a production company, or an equivalently fast-paced external-facing environment.
• Technologically savvy and proficient with personal computers, devices and software in a Macintosh environment (including Word, Outlook, Microsoft Exchange, Slack, Asana, Excel, PowerPoint) (Required)
• Demonstrated ability to work in harmony with the Dean and the Dean's vision. Demonstrated ability for teamwork, collaboration, tact and confidentiality. (Required)
• Understanding of international travel. Skill in making complex, national and international travel arrangements and preparing itineraries. Knowledge of University administrative and travel policies. (Required)
• Demonstrated skill in managing a complex calendar for the Dean to maximize optimum efficiency and ability to take the initiative in reprioritizing her schedule when necessary. (Required)
• Excellent oral and written communication skills in English language; ability to transmit information on a one-on-one basis or to groups. (Required)
• Demonstrated skill in working creatively and effectively in an environment that interfaces with high-level administrators in a broad spectrum of constituents with multiple, overlapping concerns. (Required)
• Ability to identify problems, research specific issues, analyzes information and proposes effective solutions. (Required)
• Skill in facilitating and nurturing measures necessary for bringing identifiable goals and objectives of the Dean's office to fruition. (Required)
• Superior research and writing skills to compose correspondence and a wide variety of documents using appropriate vocabulary, grammar, spelling, punctuation, context, etc. utilizing Microsoft Word. Ability to assume responsibility for the final editing. (Required)
• Skill in reading, understand/interpreting written policies, procedures, regulations, etc., and the ability to synthesize to concise summaries, when required. (Required)
• Ability to systemize information and material (electronic files and hard copy) that is readily retrievable. Ability to establish and maintain diverse and confidential filing system. (Required)
• Manages small accounts and expense reconciliation with accuracy. (Required)

• Bachelor's Degree in related area and / or equivalent experience / training (Required)

• Background Check: Continued employment is contingent upon the completion of a satisfactory background investigation.
• Live Scan Background Check: A Live Scan background check must be completed prior to the start of employment.