"Senior Administrative Assistant, Yale Conferences & Events"

Position Focus

Reporting to the Director of Yale Conferences and Events (YC&E), the Senior Administrative Assistant ("SAA") will hold a pivotal role for YC&E and is responsible for providing a wide range of administrative and financial support and oversight to the department in a fast-paced, high-volume events department. The SAA will manage the YC&E office and provide front-of-house customer service support through email and phone inquiries. The SAA will also be a key member of the summer team, working to ensure optimal summer experience for participants, clients and internal staff utilizing strong organizational skills.

Will be the first point of contact for emails and phone calls and cover front desk of office. Will be aware of daily events supported by YC&E and provide direct support to the YC&E team. Coordinate required office services with various other University departments. Serves as a central function for assisting with all resources for YC&E and providing general department function information to staff, student employees and seasonal staff. Assist finance team with Workday input, cross-train and support as needed with day-to-day transactions related to p-card expense reports, cash sales or A/P. Provide coordination and onsite support at YC&E events as assigned. Coordinate travel for YC&E staff and clients as needed. Support the oversight and help coordinate task activities for departmental interns.

Utilize Salesforce, Cvent, When I Work, Trello, and Microsoft office database systems.

Overview

The Senior Administrative Assistant provides essential administrative support across various departments and disciplines, ensuring smooth operations and efficient workflow. Responsibilities include maintaining complex calendars, coordinating travel, organizing events, managing financial transactions, and supporting faculty and staff with administrative tasks. The role demands high-level organizational, communication, and customer service skills to interact effectively with internal and external stakeholders. The Assistant must handle sensitive information with discretion and maintain a professional demeanor at all times.

Required Skills and Abilities

1. Organizational Skills: Proven ability to manage multiple tasks, prioritize effectively, and meet deadlines in a fast-paced environment.
2. Communication Skills: Excellent verbal and written communication skills, including proficiency in Microsoft Office (Word, Excel, Outlook).
3. Administrative Proficiency: Demonstrated experience in handling administrative tasks such as scheduling, expense processing, and report preparation.
4. Customer Service: Strong interpersonal skills with the ability to provide exceptional customer service and interact professionally with diverse groups.
5. Confidentiality and Judgment: Ability to handle sensitive information with discretion and exercise sound independent judgment.

Preferred Skills and Abilities

1. Ability to compile a range of data from various sources, from individuals by asking questions, or from one or several databases. Experience processing transactions in Workday as well as experience using Concur, Cvent, Salesforce, 25 Live, Microsoft Office and Workday.
2. Advanced Technology Skills: Familiarity with systems such as Workday, Epic, and other administrative or financial software.
3. Event Planning: Experience in organizing and coordinating events, including logistics, catering, and travel arrangements.
4. Higher Education Experience: Prior experience working in an academic or medical environment, supporting faculty or research staff.
5. Financial Management: Proven ability to manage financial transactions, including expense reimbursements and budgeting.
6. Adaptability and Initiative: Ability to learn new technologies quickly, adapt to changing work environments, and take initiative in a highly dynamic setting.

Principal Responsibilities

1. Oversees and coordinates administrative, program, and office activities. Establishes, selects, implements, and coordinates office procedures and systems. Serves as principal source of information to students, staff, and faculty on policies, procedures, programs, and office activities.
2. Oversees, instructs, and coordinates activities of support staff. Oversees the preparation of materials for grants, contracts and budgets. Monitors expenditures and reconciles financial statements.
3. Provides editorial support for a journal/publication. Proofreads and edits material for grammatical and factual accuracy. Tracks copy through various editing and production stages. Communicates with authors, printers, and others concerned with published work.
4. Determines administrative, facility, and equipment needs for symposia, lectures, seminars, and conferences. Assembles and arranges for necessary items. Determines sources of data. Compiles, synthesizes and manipulates data. Summarizes findings and writes reports or portions of reports.
5. Gets visitors. Answers and screens telephone calls. Assesses nature of business. Responds to requests for information and provides assistance. Screens and responds to mail.
6. Formats, keyboard, proofread, and edits correspondence, reports, manuscripts, grants, and other material. Assembles attachments and corresponding material. Reviews outgoing material for completeness, dates, and signatures. Composes substantive correspondence and written material.
7. Coordinates travel arrangements. Schedules and coordinates meetings and appointments. Orders and maintains inventory of supplies. Takes minutes or dictation. Performs additional functions incidental to office activities.

Required Education and Experience

Six years of related work experience, four of them in the same job family at the next lower level, and high school level education; or four years of related work experience and an Associate's degree; or little or no work experience and a Bachelor's degree in a related field; or an equivalent combination of experience and education.

Job Details

Posted: 17-Nov-25

Location: New Haven, Connecticut

Categories: Staff/Administrative

Internal Number: 128051WD

Hourly Range: 31.05

Job Posting Date: 10/15/2025

Job Category: Administrative Support

Bargaining Unit: L34

Compensation Grade: Labor Grade D

Time Type: Full time

Duration Type: Staff

Location: 55 Whitney Avenue, New Haven, Connecticut