Executive Assistant, School of Theater Film &TV

Executive Assistant, School of Theater Film & Television

Position Highlights: Are you a highly organized professional who thrives in a fast-paced environment and enjoys serving as a trusted partner to executive leadership? Join the School of Theatre, Film & Television (TFTV) and play a pivotal role in supporting the Director. The primary executive support for the Director of the School of TFTV requiring discretion, sound judgment, and careful decision-making. The Executive Assistant provides high-level assistance by working with senior leadership, office staff, campus partners, and external stakeholders. This role manages complex and sensitive matters requiring strict confidentiality, protocol adherence, and consistently high standards of performance and execution. Responsibilities include coordinating and prioritizing projects involving all levels of internal staff and management, managing calendars and meetings, and staying current on university priorities. Visa sponsorship is not available for this position. Outstanding U of A benefits include health, dental, and vision insurance plans; life insurance and disability programs; paid vacation, sick leave, and holidays; U of A/ASU/NAU tuition reduction for the employee and qualified family members; retirement plans; access to U of A recreation and cultural activities; and more! The University of Arizona has been recognized for our innovative work-life programs. For more information about working at the University of Arizona and relocations services, please click here.

Duties & Responsibilities:

• 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

Minimum Qualifications: Bachelor's degree or equivalent advanced learning attained through experience required. 1 year of relevant work experience may be required.

Preferred Qualifications: Experience with University financial policies and procedures, particularly with regard to purchasing and travel. Experience with managing multiple calendars.