Executive Assistant, School of Theater Film &TV

• Manage a complex calendar; prioritizing appointments, commitments and meetings for the Director; anticipate needs and ensure that the executive remains on schedule throughout the day; resolve potential conflicts and respond proactively with limited direction.
• Organize regular and ad hoc meetings involving administrators, staff, faculty, donors and alumni; compiling, organizing and distributing materials as needed.
• Record meetings and disseminate information to faculty, staff and students.
• Support project management tasks for key initiatives and projects, organizing documents, tracking progress, moving forward with action items and disseminating decisions and updates to the appropriate audience.
• Maintain and manage a filing system to ensure accurate and accessible records of all correspondence, memos and invitations for the Director.
• Coordinate and manage logistics and details of special events at the request of the Director; this would include catering, invitations, necessary meeting amenities like projectors or conference lines.
• Responsible for all travel arrangements for the Director, creating itineraries, arranging meetings and events as needed while on travel status.
• Coordinate Promotion & Tenure including: contacting and securing outside evaluators, working with faculty members to compile school packets, verifying all documents are present, distributing materials to outside evaluators and P&T committee members, moving submitted materials to the College for review.
• Sabbatical Leave: prepare and submit sabbatical applications and final reports to the College for review.
• Coordinate administration of Annual Performance Review process and forward required documents to College.
• Support faculty and staff searches; to include scheduling and/or travel arrangements for interviewees.
• Coordinate departmental SCS (Student Course Surveys) process.
• Other duties as assigned

Knowledge, Skills and Abilities:

• Knowledge of university policies, procedures, and administrative processes (or ability to quickly learn them)
• Understanding of office management practices and professional administrative standards
• Knowledge of project coordination principles
• Awareness of higher education structure and stakeholder relationships (faculty, staff, external partners)
• Strong written and verbal communication skills
• Advanced organizational and time-management skills
• Calendar and meeting coordination across multiple stakeholders and priorities
• Proficiency with Microsoft Office Suite and university systems (or similar enterprise tools)
• Research skills, including online information gathering and summarizing relevant findings
• Customer service and interpersonal communication skills
• Problem-solving and prioritization in fast-paced environments
• Ability to exercise discretion, sound judgment, and maintain strict confidentiality
• Ability to manage multiple complex tasks simultaneously with accuracy and attention to detail
• Ability to work collaboratively with diverse internal and external stakeholders
• Ability to anticipate needs and proactively support leadership
• Ability to follow through on projects independently while maintaining accountability
• Ability to adapt to shifting priorities and deadlines in a dynamic academic environment
• High degree of flexibility.
• High degree of attention to detail.
• Excellent data entry skills.
• Excellent organizational skills.