Executive Assistant to the Dean

About the Department

The UCLA School of Theater, Film and Television is dedicated to being a leading interdisciplinary center that nurtures outstanding storytellers, innovative industry pioneers, and insightful scholars. Grounded in a distinguished tradition as a premier entertainment and performing arts institution, the school embraces diverse and innovative perspectives with the power to inspire transformative societal impact. Offering a rigorous curriculum interweaving live performance, film, television, and digital arts, the school provides experiences beyond conventional education. It fosters doctoral studies in theater, performance studies, cinema, and media studies, aiming to empower future academic and entertainment leaders to shape a more inspired, inclusive world.

Position Overview

This role as Executive Assistant to the Dean involves delivering high-level administrative, operational, advisory, and logistical support within a fast-paced academic and administrative setting. The position requires excellent judgment, discretion, and tact. Key responsibilities include managing the Dean’s complex schedule, organizing national and international travel with related expense reconciliation, cultivating relationships with university administrators, faculty, donors, entertainment professionals, students, and staff, as well as assisting in drafting reports, correspondence, and promotional materials. The Executive Assistant also prepares briefing materials for meetings and presentations and plans events for both the Dean’s office and the School.

Compensation Information

Salaries are competitive and take into account factors such as experience, skills, knowledge, education, certifications, and other business considerations, though offers at the highest level of the salary range are rare. Benefits begin from the first day of employment and represent a comprehensive package.

Qualifications and Experience

• Proven experience supporting executives at a high level in complex academic or administrative contexts.
• Solid understanding of academic and administrative procedures in higher education or comparable experience within the entertainment sector.
• Strong interpersonal skills to work diplomatically and cooperatively within diverse groups.
• Ability to handle confidential matters and maintain discretion in managing information and correspondence.
• Familiarity with University policies, practices, and precedents is preferred.
• Proficiency with Macintosh-based technology and software including Word, Outlook, Microsoft Exchange, Slack, Asana, Excel, PowerPoint, and Photoshop.
• Collaborative spirit aligned with the Dean’s vision emphasizing teamwork, sensitivity, and confidentiality.
• Expertise in coordinating complex domestic and international travel logistics according to university protocols.
• Competent in managing a multifaceted calendar, anticipating priorities, and reorganizing as needed.
• Excellent verbal and written communication skills in English for diverse audiences.
• Ability to work innovatively in environments connecting with senior administrators and various stakeholders.
• Strong problem-solving aptitude involving issue research, analysis, and recommending effective solutions.
• Skills in facilitating goal achievement within the Dean’s office environment.
• Advanced research and writing capabilities to prepare various professional documents, ensuring accuracy and high quality.
• Competence in interpreting policies and procedures and summarizing them concisely.
• Organizational ability to maintain systematic, confidential electronic and physical filing.
• Mathematical proficiency sufficient to manage small accounts including basic calculations and ratios.

Education and Certifications

A Bachelor's degree in a related field or equivalent professional experience is required.

Additional Employment Conditions

• A satisfactory background check is mandatory for continued employment.
• A Live Scan background check must be completed before employment commencement.

Work Schedule and Union Coverage

Working hours are from 9:00 a.m. to 6:00 p.m. The position falls under CX-Clerical & Allied Services union and policy coverage.