Department Summary: At the UCLA School of Theater, Film and Television we are committed to being a world-renowned interdisciplinary professional hub, dedicated to cultivating exceptional humanistic storytellers, trailblazing industry leaders, and insightful scholars. Rooted in our rich heritage as a top-tier entertainment and performing arts institution, we champion diverse and innovative voices that have the power to enlighten, captivate, and usher in transformative change for a brighter future. By seamlessly blending the study and creation of live performance, film, television, and the digital arts through our groundbreaking curriculum, we offer not just education, but experiences. We take pride in our doctoral pursuits in theater, performance studies, cinema, and media studies. Our mission is to inspire, engage, and challenge the next generation of entertainment and academic leaders to create a more inspired and inclusive world. Position Summary:
As Executive Assistant to the Dean, provides high-level administrative, operational, counsel and support to the Dean in a dynamic academic/administrative environment. Exercises sound judgment, tact and the utmost discretion. Manages the Dean's complex calendar and all aspects of the Dean's business needs. Coordinates the Dean's national and international travel needs including expense reconciliation and/or reimbursement. Establishes and maintains relationships with important external constituencies, high-level university administrators, faculty, donors, entertainment industry professionals, students and staff. Researches and writes reports, correspondence and informational/promotional documents. Compiles briefing materials to help prepare the Dean for meetings and presentations. Plans and organizes meetings and events for both the Dean's office and the School.
Salary & Compensation: *UCLA provides a full pay range. Actual salary offers consider factors, including budget, prior experience, skills, knowledge, abilities, education, licensure and certifications, and other business considerations. Salary offers at the top of the range are not common. Visit UC Benefit package to discover benefits that start on day one, and UC Total Compensation Estimator to calculate the total compensation value with benefits. Qualifications:
- 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 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)
- Technologically savvy and proficient with personal computers, devices and software in a Macintosh environment (including Word, Outlook, Microsoft Exchange, Slack, Asana, Excel, PowerPoint, Photoshop) (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)
- Mathematical skills: adding, subtracting, multiplying, dividing, computing ratios and percentages sufficient to manage small accounts, (Required)
Education, Licenses, Certifications, & Professional Affiliations:
- Bachelor's Degree in related area and / or equivalent experience / training (Required)
Special Conditions of Employment:
- 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.
Complete Position Description: https://universityofcalifornia.marketpayjobs.com/ShowJob.aspx?EntityID=38&JDName=Executive%20Assistant%203%20CX%20(41224620)
