Executive Assistant
Chapman University

Job Info

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Position Title:

Executive Assistant

Position Type:

Regular

Job Number:

SA22824

Full or Part Time:

Full-Time 40 Hours Weekly

Fair Labor Standard Act Classification:

Exempt

Anticipated Pay Range:

$66,560 - $72,000

Pay Range Information:

Chapman University is required to provide a reasonable estimate of the compensation range for this position. This range takes into account a variety of factors that are considered in making compensation decisions, including experience, skills, knowledge, abilities, education, licensure and certifications, and other business and organizational needs. Salary offers are determined based on the final candidate's qualifications and experience, as well as internal equity and other internal factors. The anticipated pay range is not a promise of a particular wage.

Job Description Summary:

The Executive Assistant role requires the individual to be dynamic, friendly, and happy to be at the center of a bustling, high-energy film school. Provide high level administrative support to the Dean, and Senior Associate Dean of Dodge College of Film and Media Arts. Show initiative, pro-activeness, and a sense of urgency ensuring tasks are consistently moving forward. Develop and implement processes to ensure work accuracy especially as it relates to calendar management. This role also involves liaising with entertainment industry artists and executives. As a representative of the Dean's Office, convey a service-oriented, polished, and professional image to all internal and external constituents, performing all duties and responsibilities in a professionally competent and skillful manner, always observing confidentiality.

Responsibilities:

Provide exceptional administrative support for the Dean and Dean's Office

• Serve as a main point of contact for students, faculty, parents, and visitors.
• Interact with campus partners to facilitate communication and information exchanges to and from the dean's office.
• Manage calendars and travel logistics for the Dean, and Senior Associate Dean.
• Organize, prioritize, and expedite the flow of requests and documents through the dean's office.
• Prepare, edit, proof, and distribute materials/documents on behalf of the dean.
• Prompt the deans on upcoming meetings and deadlines.
• Anticipate and provide information and meeting materials in advance.
• odentify meeting action items, communicating out as needed, and maintain status reports.
• Proactively seek out and research entertainment industry-related news and topics of interest to the dean.
• Oversee monthly P-Card transactions and prepare allocation reports.
• Coordinate logistics for various recurring and ad hoc meetings, working with catering/event staff as needed.
• Maintain confidentiality and use discretion when discussing sensitive matters.
• Schedule and coordinate logistics for staff search interviews.

Assist with College Events and Special Projects

• Support the dean with Master Class events, guest speakers, dinners etc., by serving as his rep/liaison with high-level guests.
• Oversee the planning and execution of the annual faculty and staff retreat. In collaboration with the dean, and Dodge leadership, create the schedule, associated documents, reports, and PowerPoint presentations.
• Coordinate all logistics and documentation for program reviews and external reviewer visits.
• Serve as the administrative contact to visiting scholars.
• Assist with new student orientation week, and current-student events as needed.
• Assist with office moves in collaboration with the Operations Manager.
• Other duties as assigned.

Required Qualifications:

• Experience providing executive support in a professional office.
• Excellent oral and written communication skills including the ability to prepare, proofread and edit clear, concise and grammatically correct business correspondence and other documents.
• Excellent telephone and e-mail etiquette.
• Meticulous attention to detail.
• Ability to handle highly confidential information with discretion and professionalism.
• Ability to exercise initiative and work independently.
• Ability to effectively deal with high work volume.
• Comfortable with Microsoft Excel, Word, Outlook, PowerPoint.
• Ability to maintain accurate files.
• Ability to use tact and diplomacy and maintain a high level of confidentiality and work collaboratively with others.

Desired Qualifications:

• Bachelor's degree preferred.
• Minimum four years' experience working in a professional office.
• Experience working in Higher Education.

Special Instructions to Applicants:

Chapman University is an equal opportunity employer committed to fostering a diverse and inclusive academic global community. The University is dedicated to enhancing diversity and inclusion in all aspects of recruitment and employment. All qualified applicants will receive consideration for employment without regard to race, color, religion, age, sex, sexual orientation, gender identity, gender expression, national origin, ancestry, citizenship status, physical disability, mental disability, medical condition, military and veteran status, marital status, pregnancy, genetic information or any other characteristic protected by state or federal law.

The University is committed to achieving a diverse faculty and staff and encourages members of underrepresented groups to apply. More information on diversity and inclusion at Chapman University can be found at www.chapman.edu/diversity.

Applicants for Staff and Administrator positions must be currently authorized to work in the United States on a full-time basis. Chapman University does not sponsor applicants for Staff and Administrator positions for work visas.

The offer of employment is contingent upon satisfactory completion and outcomes of a criminal background screening and returning to the Office of Human Resources a signed original acceptance of the Chapman University Agreement to Arbitrate.

Minimum Number of References:

1

Maximum Number of References:

3

This job has expired.