STARS Requisition number
93948BR
Posting Position Title
Senior Executive Assistant - FAS Dean's Office
Essential Duties
1. Prepares and manages a high volume of correspondence, reports and documents. 2. Supervises a secretary/receptionist and assigns work on behalf of Executive Leadership and other professional staff in the office of Executive Leadership. Serves as office manager, oversees and coordinates all clerical and facilities needs. 3. Screens, directs and responds to all inquiries or correspondence by obtaining and furnishing information. 4. Provides appropriate information when necessary during periods of Executive Leadership’s unavailability. 5. Oversees the organization and coordination of meetings, conferences, events, travel, etc. 6. Manages and monitors technology needs, conducts inventory and assesses system requirements 7. Assists in reviewing and implements University and departmental policies as they pertain to the administrative functions. 8. Serves as primary contact between the Executive Leadership’s office and other offices and staff and faculty. 9. Implements and maintains complex office systems. 10. Manages complex schedule and calendar for Executive Leadership and the office. 11. Arranges and prepares agenda/materials for meetings, conferences, events, etc. 12. Prepares and collects documents and materials for meetings. 13. Interacts with staff at all organizational levels to gather information and/or provide requested information. 14. Oversees on boarding activities for new staff members. Supports recruiting and other related efforts. 15. May perform other duties as assigned.
Required Education and Experience
Bachelor’s degree in business administration or a related field and a minimum of five years of related experience including two years of demonstrated leadership, project or process management and/or supervisory experience; or an equivalent combination of education and experience.
Weekend Hours Required?
Occasional
Evening Hours Required?
Occasional
Duration Type
Regular
Work Week
Standard (M-F equal number of hours per day)
University Job Title
Senior Executive Assistant
Worksite Address
1 Hillhouse Avenue
New Haven, CT 06511
Work Location
Central Campus
Drug Screen
No
Health Screening
No
Background Check Requirements
All candidates for employment will be subject to pre-employment background screening for this position, which may include motor vehicle, DOT certification, drug testing and credit checks based on the position description and job requirements. All offers are contingent upon the successful completion of the background check. For additional information on the background check requirements and process visit "Learn about background checks" under the Applicant Support Resources section of Careers on the It's Your Yale website.
Searchable Job Family
Administration, Secretarial
External Gateway Posting Date
18-Mar-2025
Total # of hours to be worked:
37.5
Position Focus:
The Senior Executive Assistant to the Dean of the Faculty of Arts and Sciences is responsible for a wide range of tasks that are critical for supporting the high volume of administrative, financial, and operational support for the fast- paced office of an Executive Leadership position. Reporting to the Dean and the Dean’s Chief of Staff, with a solid understanding of the operations, business practices, strategies and goals of the institution, this position plans, directs and manages the administrative functions for the Dean and the Chief of Staff and ensures that their activities are executed and supported optimally.
The Senior Executive Assistant is responsible for: the strategic management of the Dean’s and Chief of Staff’s calendar; preparing and organizing documents related to the Dean’s meetings; developing, editing and organizing documents, spreadsheets, presentations and files in paper and electronic formats; and recommending and implementing systems to enhance office productivity and efficiency – leveraging technology where possible. This positions also serves as the primary interface for the Dean in contacts with other Deans, Chairs of Departments, other academic institutions, faculty, staff, students, alumni, donors, dignitaries and visitors from other countries. Performs specialized or confidential administrative duties, including researching data and preparing reports.
The successful candidate will possess the ability to work in a fast-paced environment and be flexible and adaptable with the rapid changes to the Dean’s schedule; react with appropriate urgency, independent judgment and professionalism in situations that require quick response; and creatively problem solve in a variety of situations. The successful candidate will also be strongly service oriented; have the ability to switch gears at a moment’s notice; demonstrate a high level of attention to detail while meeting tight deadlines; and have exceptional organizations skills. The position requires a high level of independent judgment, diplomacy, warmth and tact, initiative, professionalism and integrity and discretion in handling confidential information. This position will also provide administrative support to other Faculty of Arts and Sciences initiatives, including faculty diversity and development. This position is overtime eligible and the standard daily work hours are 8:30 a.m. to 5:00 p.m., with the need to work an approximate hour of overtime on occasional evenings.
The following Essential Duties are generic in nature; the information contained in this Position Focus are most relevant to this position.
Preferred Education, Experience and Skills:
Proven experience in senior-level and fast-paced academic administration or comparable executive setting. Proven experience working at Yale, specifically in an academic department or working with faculty members. Proven experience with complex calendaring for executives or faculty.
Posting Disclaimer
The intent of this job description is to provide a representative summary of the essential functions that will be required of the position and should not be construed as a declaration of specific duties and responsibilities of the particular position. Employees will be assigned specific job-related duties through their hiring departments.
EEO Statement:
The University is committed to basing judgments concerning the admission, education, and employment of individuals upon their qualifications and abilities and seeks to attract to its faculty, staff, and student body qualified persons from a broad range of backgrounds and perspectives. In accordance with this policy and as delineated by federal and Connecticut law, Yale does not discriminate in admissions, educational programs, or employment against any individual on account of that individual’s sex, sexual orientation, gender identity or expression, race, color, national or ethnic origin, religion, age, disability, status as a special disabled veteran, veteran of the Vietnam era or other covered veteran.
Inquiries concerning Yale’s Policy Against Discrimination and Harassment may be referred to the Office of Institutional Equity and Accessibility (OIEA).
Compensation Grade
Administration & Operations
Compensation Grade Profile
Associate (00)
Bargaining Unit
None - Not included in the union (Yale Union Group)
Supervisory Organization
Faculty of Arts & Sciences - Office of the Dean
Time Type
Full time
Overtime Eligible
Overtime Eligible - (Yale FLSA Group)
Required Skill/Ability 1:
Demonstrated ability and flexibility, in a high pressure, fast paced and complex environment, to manage multiple, time sensitive assignments with the capacity to independently prioritize work with strong attention to detail. Proven ability to accomplish projects and assignments with strict deadlines.
Required Skill/Ability 2:
Proven ability with logistics and travel coordination. Demonstrated skills with organizing files, correspondence and documents and ability to recommend and implement systems to enhance related systems and technology.
Required Skill/Ability 3:
Superior interpersonal skills and ability to interact with University leaders, faculty, staff, students, alumni and dignitaries with a highly professional demeanor and strong customer service skills. Exceptional written, oral and electronic communication skills.
Required Skill/Ability 4:
Demonstrated computer skills and experience with Microsoft Office suite. Demonstrated ability with other systems and technology to improve administrative efficiency. Ability to learn new computer skills and systems.
Required Skill/Ability 5:
Demonstrated ability to collaborate effectively. Desire and aptitude for learning new concepts and skills. Ability to often work non-traditional and/or extended hours.
Note
Yale University is a tobacco-free campus
Wage Ranges
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Work Model
On-site
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