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.