Executive Assistant to the SVP

Under minimal supervision, this position provides dedicated and specialized executive support for the Senior Vice President for Marketing, Communications, and External Relations. This position exercises discretion and is responsible for handling sensitive and confidential issues, preparing presentations, prioritizing urgent tasks and requests, producing briefings, and communicating with key team members, colleagues, and internal/external executives on behalf of the SVP. This position assures the highest levels of excellence in all aspects of SVP Office operations, including guest relations, customer service, colleague collaboration, and SVP support. This position makes decisions or recommendations regarding assigned administrative or programmatic functions. This position optimizes the SVP’s capacity and outcomes, handling a diverse range of tasks in an intellectually intense, fast-paced environment in which real-time turnaround and meticulous attention to detail are required daily. Position Specific Responsibilities/Accountabilities Research, analyze, and summarize information as needed in advance of meetings. Prepare or gather background information, reports, or other contextual information to inform meeting topics, discussions, or decisions. Prepare routine and complex correspondence (confidential and non-confidential), reports, and other documents and communications. Process Workday transactions. Independently handle difficult inquiries, complaints, and problems on behalf of the SVP office, limiting those matters that require the SVP’s personal attention. Provide a broad range of support services, assuring excellence and detail orientation in activities that include managing calendar and information flow in a timely and accurate manner, preparing and submitting expense reports, organizing agendas, drafting and editing correspondence and announcements, managing and maintaining contacts, preparing and maintaining spreadsheets and task lists, and arranging travel and accommodations. Review and sort incoming correspondence. Organize and maintain office filing system, including a comprehensive online shared drive for all the SVP’s meetings. Manage the SVP’s time by organizing and troubleshooting complex calendars and schedules, including: (a) organizing meetings, including scheduling reminders, organizing catering, making reservations, and logistics support; (b) managing calendars, including making appointments and prioritizing the most sensitive or strategic matters; (c) creating or coordinating briefings for all meetings as appropriate to ensure efficient and effective use of time. Proactively deconflict schedules and calendars to resolve known or potential conflicts and to address livability considerations that may impact successful meeting outcomes and performance. Serve as point of contact between the SVP and other university stakeholders (President, Cabinet, Deans, Trustees/Regents), including assisting and performing complex, confidential, and diversified management of internal and external communication. Review, prioritize, respond to, and resolve a wide variety of inquiries, requests, and issues efficiently and ensuring productive outcomes. Serve as a resource and referral agent. Screen all incoming telephone calls and correspondence; deliver accurate messages; respond to requests by gathering and providing information and referring non-routine calls to the appropriate team members. Welcome visitors and identify the purpose of their visit before directing them to the appropriate team member or department. Assure that SVP Office guests and visitors enjoy an elevated experience, attending to the preferences and needs of visitors, guests, and contacts. Create and streamline guidelines and professional standards to maintain the SVP’s office and the SVP Suite, ensuring that each room is reset at the beginning/end of each day, refilling supplies, performing and coordinating custodial and maintenance tasks, and assuring a professional and elevated environment suitable for hosting senior level executives and high-impact external contacts. Ensure the SVP Office kitchen is well-maintained, stocked, and presented. Represent the SVP and university with positivity, understanding that all comments are scrutinized, and situational optics may impact perceptions. Be persistent about follow through, ensuring tasks are ambitiously handled and tracked until completed by their deadlines. Produce creative and compelling slides and presentation decks to support the SVP’s speaking engagements, presentations, or other appearances. Manage the recruitment and hiring process for senior leaders who report to the SVP, collaborating closely with Human Resources and the MarComm Administration team. Ensure processes and schedules are streamlined so that vacancies are addressed with efficiency. Support the SVP as assigned in meetings and on committees, including capturing meeting minutes and producing comprehensive meeting notes in a timely matter, coordinating presentations and agenda items with other attendees, and organizing information resources. Provide support to the SVP’s chief of staff: the Executive Director for Administration and Strategic Initiatives. May supervise the front office assistant/receptionist and assigned student interns. Set priorities, monitor performance, and assess outcomes. Partner closely with departmental administrative support team members to ensure seamless collaboration and synchronicity. Collaborate to plan divisional and senior leader meetings and retreats, including negotiating with external service providers for event locations, catering, accommodations, and other logistical considerations to secure the most competitive rates that are cost-effective and support defined outcomes. Perform other duties as assigned or requested. Loyola Marymount University Expectations Exhibit behavior that supports the mission, vision, and values of the university. Communicate and employ interpersonal actions that model high standards of professional, responsible, accountable and ethical conduct. Demonstrate a commitment to outstanding customer service. The incumbent must possess the ability to implement marketing and communication principles and strategies in the execution of complex communications projects. The incumbent must have the ability to initiate ideas, develop concepts and review the effectiveness of processes to ensure professional standards and high quality. The incumbent can assess the needs of internal clients and suggest appropriate measures to meet those needs or redirect those requests to the appropriate areas. The incumbent can work positively, effectively, and independently with internal and external constituencies. The incumbent can operate in an environment in which skilled relationship management and consensus-building is required to deliver successful outcomes. Requisite Qualifications Bachelor’s degree required. Incumbent will be expected to continue upgrading knowledge, skills, and abilities needed to keep abreast of regulation/policy changes. Minimum of 6 years’ experience in progressively responsible positions that provide advanced support with a minimum of 3 years’ experience supporting executive leadership roles. Demonstrated computer proficiency with common software production suites and enterprise systems for managing and processing records (personnel, budget, etc.). Demonstrated knowledge in the areas of modern office practices and procedures, telephone and computer operations, e-filing systems, and policy and procedure compliance. Demonstrated ability to think creatively about administrative support tasks and operations with a persistent sense of urgency and follow-through. Possesses exceptional verbal and written communications skills and compelling and impactful presentational abilities. Must demonstrate ability to motivate others and inspire successful outcomes, optimism, creativity, productivity, and collaboration. Demonstrated experience managing multiple projects, executing across multiple disciplines, and completing projects within specified parameters, on time, and under budget. Must be able to complete priority tasks efficiently and correctly, often requiring same-day turnaround while ensuring details are accurate. Must be able to perform successfully in a fast-paced, intellectually intense, and service-oriented environment. Significant experience producing successful outcomes and navigating political dynamics. Willing and able to adjust to changing demands and shifting priorities. Must possess excellent judgement and meticulous attention to detail. Demonstrated experience and continuing ability to maintain confidentiality and the utmost discretion dealing with sensitive records and issues. Demonstrated capacity to negotiate successfully and resolve conflicts. Self-starter who can multitask, manage multiple projects and deal with numerous interruptions. Willing and able to adjust to changing demands and shifting priorities, and address urgencies that arise. Evidence of positive, energetic, and flexible style with a track record for producing high-quality deliverables. Ability to provide quick turnaround and updates for multiple requests while maintaining high-quality work. The above statements are intended to describe the general nature and level of work being performed. They are not intended to be construed as an exhaustive list of all responsibilities, duties and skills required of personnel so classified. Reasonable Expected Salary - $75,000 - $80,000. Salary offer commensurate with education and experience. #HERC# #HEJ# Staff Regular Salary range $64,480.00 - $83,600.00 Salary commensurate with education and experience. Loyola Marymount University, a Carnegie classified R2 institution in the mainstream of American Catholic higher education, seeks outstanding applicants who value its mission and share its commitment to inclusive excellence, the education of the whole person, and the building of a just society. LMU is an equal opportunity employer committed to providing an environment free from discrimination and harassment as defined by federal, state and local law. We invite all persons in the full diversity of their being, life experience, and beliefs to apply. (Visit www.lmu.edu for more information.) Founded in 1911, Loyola Marymount University is a Carnegie classified R2 institution rooted in the Jesuit and Marymount traditions. We are committed to fostering a diverse academic community rich in opportunity for intellectual engagement and real-world experience. We enroll an academically ambitious, multicultural, and socioeconomically diverse student body. We recruit, retain and support a diverse faculty committed to excellence in teaching, research, scholarship and creativity. Our three campuses are rooted in the heart of Los Angeles, a global capital for arts and entertainment, innovation and technology, business and entrepreneurship. LMU is a unique and rewarding place to work. As you consider your employment opportunities with our institution, we encourage you to take the time to learn about the university community and how it distinguishes us from other places of employment. We are proud of the programs, benefits and services we provide our community. We strive to ensure an inclusive environment in all aspects of campus life that fosters a strong sense of trust and mutual respect. EEO Statement Loyola Marymount University is an equal employment opportunity employer and prohibits unlawful discrimination on the basis of race, religious creed (including religious dress and grooming practices), color, national origin (including language and language use restrictions), ancestry, disability (mental and physical) including HIV and AIDS, legally protected medical condition (cancer-related or genetic characteristics), denial of Family and Medical Care Leave, marital status, sex (including pregnancy, childbirth, breastfeeding or related medical condition), gender, gender identity, gender expression, age 40 or over, military or veteran status, sexual orientation, genetic information or any other bases protected by federal (including but not limited to Title VI and Title VII of the Civil Rights Act of 1964, Title IX of the Education Amendments of 1972, Section 504 of the Rehabilitation Act of 1973 and the Americans with Disabilities Act of 1990), state or local law. The University does not discriminate on these bases, or any other basis protected by law, in the administration of any of its education or admissions policies, scholarship or loan programs, athletics, and other school-administered policies and programs, or in its employment policies and practices. All University policies, practices, and procedures are administered in a manner consistent with LMU's Jesuit identity and character. To learn more about the University's Statement of Non-Discrimination policy, click here: To learn more about Federal & State Employment Notices, click here:

Salary : $75,000 - $80,000