Executive Assistant to the Dean

About the Role

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.

Responsibilities

• Provide executive-level support in a highly matrixed and dynamic academic and/or administrative environment.
• Manage a complex, fast-changing calendar, national and international travel, high-stakes correspondence, and briefing materials.
• Handle matters of utmost confidentiality with judgment and discretion.
• Track, prioritize, and complete a high volume of concurrent tasks with accuracy and proven follow-through.
• Represent the office to diverse constituents, including high-level administrators, donors, industry executives, faculty, and students.
• Make complex national and international travel arrangements and prepare itineraries in accordance with University policies.
• Manage small accounts and perform expense reconciliation with accuracy.
• Compose and edit correspondence and a wide variety of documents using appropriate vocabulary, grammar, and context.
• Research specific issues, analyze information, and propose effective solutions.
• Systemize and maintain electronic and hard-copy files for easy retrieval, including diverse and confidential filing systems.
• Facilitate and nurture measures necessary for achieving the identifiable goals and objectives of the Dean’s office.
• Read, interpret, and synthesize written policies, procedures, and regulations into concise summaries when required.

Qualifications

• Bachelor’s Degree in a related area and/or equivalent experience/training. (Required)
• Demonstrated experience providing executive-level support in a highly matrixed and dynamic academic and/or administrative environment. (Required)
• Demonstrated working knowledge of academic and administrative processes in institutions of higher education or equivalent from the entertainment industry. (Required)
• Superior interpersonal skills, exhibiting tact and diplomacy in a diverse environment. (Required)
• Proven ability to independently track, prioritize, and complete a high volume of concurrent tasks with accuracy. (Required)
• Demonstrated skill in handling confidential information, records, and correspondence with discretion. (Required)
• 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, with strong teamwork, collaboration, tact, and confidentiality. (Required)
• Understanding of international travel and skill in making complex travel arrangements. (Required)
• Demonstrated skill in managing a complex calendar to maximize efficiency and reprioritize as needed. (Required)
• Excellent oral and written communication skills in English. (Required)
• Demonstrated skill in working creatively and effectively with high-level administrators across a broad spectrum of constituents. (Required)
• Ability to identify problems, research issues, analyze information, and propose solutions. (Required)
• Superior research and writing skills for composing and editing correspondence and documents. (Required)
• Skill in reading and interpreting written policies, procedures, and regulations, and synthesizing them into concise summaries. (Required)
• Ability to systemize and maintain retrievable electronic and hard-copy files. (Required)

Benefits

UCLA provides a full pay range and benefits that start on day one. Visit UC Benefit package to discover benefits and UC Total Compensation Estimator to calculate total compensation value with benefits.

Pay

Actual salary offers consider factors including budget, prior experience, skills, knowledge, abilities, education, licensure, and certifications, among other business considerations. Salary offers at the top of the range are not common.

Schedule

9:00 a.m. - 6:00 p.m.