Temporary Executive Assistant

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, proactiveness, 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. Perform complex and sensitive assignments requiring initiative, confidentiality, independent judgement, and knowledge of university policies and procedures.

Responsibilities

• Serve as the primary point of contact on all matters directed to the Office of the Dean of Dodge College of Film and Media Arts.
• Represent the Dean’s office in a professional and welcoming manner, interacting with donors, staff, faculty, students, and entertainment industry artists and executives.
• Manage calendars ensuring up-to-date accuracy with the ability to pivot and move appointments around at short-notice.
• Coordinate meetings (in-person and virtual), create links, prepare materials, identify action items, next steps, and communicate as needed.
• Send confirmation emails, directions, and parking passes to meeting attendees.
• Proactively prompt the deans on upcoming deadlines and meetings.
• Organize, prioritize and expedite flow of requests and documents.
• Create PowerPoint presentations as needed.
• Interact with other University departments on behalf of the dean.
• Plan, schedule and handle travel logistics, as needed.
• Compile and submit monthly P-Card transactions and reimbursement reports.
• Maintain and update contacts and distribution lists.
• Compile and provide research reports on various topics.
• Maintain confidentiality and use discretion when discussing sensitive matters.
• Prepare gift for guests.
• Assist with Dodge College events, as needed.

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.
• 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.
• Experience working in Higher Education.

Special Instructions to Applicants

At Chapman University, we believe collaboration thrives through in-person engagement. This position is fully on campus, and employees work alongside colleagues, faculty, students, and staff each day to support our vibrant university community.

Chapman University is an equal opportunity employer that provides equal employment opportunities to all individuals, regardless of their protected characteristics. All qualified applicants and employees are encouraged to apply and 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.

Applicants for Staff and Administrator positions must be currently authorized to work in the United States on a full-time basis.

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.