"Senior Executive Assistant – Provost’s Office"

Overview

With limited direct supervision and a high level of independence, discretion and confidentiality, the Senior Executive Assistant will plan, direct and manage the high volume of administrative and operational functions in a fast-paced and deadline-oriented office. The position will support the Vice Provost, Associate Provost and Assistant Provost in the Faculty Development group, based on a thorough knowledge of their responsibilities and objectives. Additional responsibilities include: Responsible for tracking and reporting on the faculty search process. Serve as the primary contact and subject matter expert for the Interfolio system used for faculty searches and tenure/promotion review. Manage membership in and meetings of SAAC committees, track upcoming tenure/promotion cases, and conduct thorough and accurate initial review of case materials in Interfolio. Arrange and schedule new faculty orientation programs and various interest group meetings. Manage communication including ad hoc announcements and website updates. Research and prepare relevant background information for them. Strategically manage calendars, deadlines and schedules for the provosts. Determine appropriate scheduling priorities and screen matters to be brought to their attention. Serve as the primary liaison for the provost in contact with other Yale schools, departments, offices, faculty, staff, students, and with other universities and organizations. Recommend and assist in implementing new procedures to improve efficiency of operations. Work in close coordination with other administrative support in the Office of the Provost to maintain seamless and professional day to day operations of the provost’s organization. Manages high-level administrative, financial, and operational support for a University Officer's office. Provides analytical, statistical, and financial reporting functions, along with specialized or confidential administrative duties such as researching data and preparing reports. Serves as a project manager for department initiatives and projects. Oversees administrative operations, facilitates communication, coordinates meeting logistics, and supports the organization of events and responsible for calendar management, drafting and editing documents, maintaining confidentiality, and ensuring efficient office operations.

Required Skills and Abilities

1. Ability to manage multiple, time-sensitive assignments with strong attention to detail, using high-level judgment to problem solve.
2. Excellent organizational, interpersonal, and communication skills, both verbal and written. Ability to interact professionally with diverse populations.
3. Proven ability with logistics, travel coordination, and managing complex calendars. Demonstrated skills in organizing files, correspondence, and documents.
4. Superior interpersonal skills and customer service orientation. Ability to work independently, exercise sound judgment, and handle sensitive information with discretion.
5. Proficiency in Microsoft Office Suite and other relevant software programs. Ability to learn new applications and platforms.

Preferred Skills and Abilities

1. Experience in senior-level, fast-paced academic administration or comparable executive setting.
2. Proven experience with complex calendaring and travel coordination for executives or senior leadership.
3. Knowledge of Yale University faculty policies and procedures, and experience working with Yale systems.
4. Supervisory experience and familiarity with project management tools.
5. Bachelor's degree and five years of relevant experience, preferably in a large, complex organization or academic institution.

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.