"Executive Assistant to the President"

Overview

Reporting to the President’s Chief of Staff, the Executive Assistant to the President provides high-level support of a substantial and confidential nature. This role works closely with the Chief of Staff to ensure alignment of university priorities with the President’s availability and access. The Executive Assistant has the primary responsibility for managing the complex calendars of the President and Chief of Staff, who also serves as the Vice Provost for Collections & Scholarly Communication. The Executive Assistant represents the Office of the President to trustees, officers, deans, directors, external visitors, and colleagues. This position works closely with administrative staff to ensure the President and Chief of Staff’s daily schedules are communicated and guests are welcomed and transitioned smoothly. The role requires anticipating and planning for the long-term calendar, including critical meetings, events, or trips, and preparing accordingly. It involves making timely and strategic decisions and communications related to planning and changes to the calendar. The Executive Assistant also prepares daily briefings and background information for the President’s meetings and events. This role works closely with the Assistant Vice President for University Initiatives and PresidentialCommunications to triage communications sent to the President and plan logistics for presidential speaking engagements, conveying messages and responding on the President’s behalf. Additionally, the Executive Assistant supervises and manages a team of administrative staff to ensure the smooth and efficient operations of the President's Office.

Required Skills and Abilities

• Excellent verbal and written communication skills. Proven ability to exercise discretion and maintain high levels of confidentiality. Demonstrated interpersonal skills with the ability to interact with deans, faculty, administrators, staff, trustees and other key stakeholders.
• Superior interpersonal skills. Proven ability to represent the Office of the President well while working collegially with peers and colleagues within and outside the University. Ability to deal with complex issues, crises, and sensitive situations with discretion and proven problem-solving skills. Ability to exercise diplomacy and an astute understanding of political and organizational structure.
• Proven ability managing high-level, complex calendars, projects and priorities. Demonstrated ability with successfully meeting deadlines in a fast-paced environment. Demonstrated experience in arranging complex national and international travel.
• Ability to provide local personal transportation for the President, including maintaining and insuring the personal vehicle.

Preferred Skills and Abilities

• Prior supervisory experience.

Principal Responsibilities

1. Prepare daily briefings and background information for the President’s meetings and events.
2. Anticipate and plan for long-term calendaring for the President and Chief of Staff, including critical meetings, events or trips, and plan and prepare accordingly.
3. Provide timely and strategic decisions and communications related to planning and changes to calendar.
4. Independently prioritize, plan and coordinate complex travel and meeting logistics based upon the priorities and needs of the President.
5. Work closely with the Office of the Development, Office of International Affairs, Federal Affairs, and others to prioritize President’s trips and prepare briefings and materials in advance.
6. Receive, prioritize, triage, and respond to invitations and requests for meetings.
7. Work closely with administrative staff to ensure the president’s daily schedule is communicated and guests are welcomed and transitioned smoothly.
8. Work closely with the Assistant Vice President for University Initiatives and Presidential Communications, to triage communications sent to the President and to plan logistics for presidential speaking engagements.
9. Convey messages and respond on the President’s behalf.
10. Work closely with the chief of staff to ensure alignment of university priorities with the president’s availability and access.
11. Represent the Office of the President to the trustees, officers, deans and directors as well as external visitors and colleagues. Accompany and staff the President at some local internal and external events, including providing local transportation.
12. Supervise a team of administrative staff and direct the day-to-day operations of the office in accordance with the President’s priorities and direction.
13. Primary presidential contact with Yale Police Department and other law-enforcement agencies.
14. Other duties as assigned.

Required Education and Experience

Bachelor’s degree and five years’ experience supporting executive leaders or equivalent combination of education and experience; Experience working in a large complex organization or academic institution of higher learning.

Required Licenses and Certifications

Valid Driver’s License

Salary Range

$90,000.00 - $165,750.00

Location

1-3 Prospect Street, New Haven, Connecticut

Job Category

Manager

Time Type

Full time

Work Model

On-site