"Senior Executive Assistant"

Overview

Reporting to the Assistant Vice President/Chief of Staff, the Senior Executive Assistant is responsible for a wide range of essential tasks that support the work and daily needs of the Secretary and Vice President for University Life as an officer and university leader and the Assistant Vice President/Chief of Staff, and for overseeing the day-to-day operations of the Office of the Secretary and Vice President for University Life, including: managing the high volume of demands for the Secretary and Vice President's time and supporting her work with external organizations; collaborating with divisional senior staff responsible for various components of the office’s work; and managing office work flow and prioritizing across multiple projects with both short- and long-term timelines. The Senior Executive Assistant exercises significant independent judgment in identifying and resolving potential conflicts including reviewing, researching, and investigating requests and recommending alternatives; undertakes strategic management of the Secretary and Vice President’s and the Assistant Vice President/Chief of Staff’s calendars; organizes and schedules appointments/meetings and handles associated logistics; contributes to the goals of the division and the work product associated with these goals in their own work; communicates within the office and serves as liaison with other offices internal and external to the institution on the Secretary and Vice President’s behalf; manages contacts and relationships with key constituents; develops, drafts, edits, and organizes documents, spreadsheets, presentations, and files in paper and electronic formats; identifies, develops, recommends and implements office policies, procedures, and systems to enhance office productivity and efficiency; helps organize productive staff and team meetings, leveraging technology where possible; and undertakes other work as needed to ensure the seamless operation and responsiveness of the Office of the Secretary and Vice President for University Life. The successful candidate will: possess the ability to complete high volumes of complex tasks and projects quickly, concurrently, and with excellence with little to no guidance; have or develop deep knowledge of the university; react with appropriate urgency to situations and events that require quick response or turnaround; take effective action without having to know the total picture; and efficiently and creatively solve difficult or complex problems that affect people within the group or other related groups. The candidate will also be service oriented, display a high level of professionalism, demonstrate attention to detail while still meeting tight deadlines, and have the ability to switch gears at a moment’s notice.  The position requires exceptionally strong organizational, writing, communication, and planning skills, superior judgment, diplomacy, warmth and tact, and initiative. The position is hybrid but the individual is required to staff the office, provide in-person support for the Secretary and Vice President for University Life when needed, and work on campus as much as is warranted in any given time period, especially during the academic year.  A high level of integrity and discretion in handling confidential information and professionalism in dealing with senior professionals inside and outside the university is key.

The following essential duties are generic in nature; the information contained in this Overview is most relevant to the position.

Required Skills and Abilities

1. Ability to manage multiple, time-sensitive projects with the capacity to prioritize and work under deadlines in a complex, highly pressured environment. Proven ability to accomplish goals within an assigned timeframe. Ability to maintain strict confidentiality with sensitive and confidential situations and information.
2. High level of independent judgment, exacting attention to detail, and problem-solving skills. Desire and aptitude for learning new concepts and skills. Dedicated and self-motivated team player with a positive can-do attitude that supports the mission of the institution; demonstrated ability to collaborate effectively.
3. Proven ability with logistics, travel coordination, and managing complex calendars. Demonstrated abilities in drafting, editing, and developing documents and presentations, and organizing files, correspondence, and documents.
4. Superior interpersonal skills and ability to interact with university leaders, faculty, staff, students, alumni, and dignitaries with a highly professional demeanor and excellent customer service skills. Superior written, oral, and electronic communication skills.
5. Superior computer skills and experience with Microsoft Office suite and other online tools. Demonstrated willingness to learn and master new computer skills. Ability to work non-traditional or extended hours when necessary.

Preferred education, experience and skills:

Experience in senior-level and fast-paced academic administration or comparable executive setting. Proven experience with complex calendaring and travel coordination for executives or senior leadership. Yale experience strongly preferred.

Principal Responsibilities

1. Prepares and manages a high volume of correspondence, reports and documents. 
2.  Manages and assigns work on behalf of University Officer or other such leader, such a Dean and other professional staff in the Officer’s office. 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 Officer or Senior Leader 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 Officer or Senior Leader and other offices and staff and faculty. 
9. Implements and maintains complex office systems.
10. Manages complex schedule and calendar for Officer or Senior Leader 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.