"Sr. Executive Assistant, Sr. VP, Operations"

Overview

Reporting to the Senior Vice President for Operations, the Senior Executive Assistant provides high-level administrative, logistical, and program support for a complex and fast-paced executive office. Core responsibilities include managing a dynamic calendar; coordinating and scheduling meetings and travel; supporting and executing events, including official functions hosted by the SVP; preparing and distributing meeting materials and correspondence; creating and/or formatting reports and presentations; screening and routing calls; managing mail; maintaining electronic and paper files; and assisting with projects that advance the priorities of the Operations organization.

The Senior Executive Assistant collaborates closely with the communications and portfolio management team to ensure alignment and accuracy of messaging, materials, and executive communications. The role partners with peer Sr. Executive Assistants and serves as a liaison to offices and departments across the University and to external stakeholders, representing the SVP and the Operations organization with professionalism and discretion.

Success in this role requires anticipating challenges, researching and proposing viable solutions, and triaging requests to appropriate individuals or units with clarity and tact. The Senior EA exercises strong judgment, makes independent and wise decisions, and provides guidance to others by articulating options and weighing the pros and cons. The ability to build and sustain strong working relationships is essential, as is the flexibility to support the office in the absence of other senior staff.

The ideal candidate brings exceptional organizational skills, discretion, adaptability, is a self-starter, and can thrive in a high-volume, evolving environment while serving as a trusted and reliable partner to the Senior Vice President.

This position requires a minimum of four days/week onsite presence.

Required Skills and Abilities

• Executive-Level Organization and Prioritization: Ability to manage complex and shifting priorities for senior executives, balancing strategic and operational needs. Must anticipate issues, optimize time, and ensure seamless execution of meetings, travel, events, and communications in a fast-paced environment.
• Discretion, Judgment, and Professional Integrity: Demonstrated capacity to maintain strict confidentiality and exercise sound judgment in handling sensitive matters. Must make independent, well-reasoned decisions and serve as a trusted advisor and professional representative of the SVP’s office.
• Communication and Relationship Management: Strong verbal and written communication skills with the ability to communicate clearly and diplomatically across the organization and with external partners. Must build strong relationships, collaborate effectively, synthesize information for executive decisions, and represent the SVP’s office with professionalism.
• Technology and Digital Proficiency: Proficiency in enterprise systems and productivity tools (Microsoft 365, Teams, Zoom, project-tracking software) to manage communications, documentation, and workflows. Ability to ensure consistent formatting and compile, organize, and present basic data.
• Adaptability and Initiative: Proven ability to thrive in a fast-paced, evolving environment through proactive problem-solving and resilience. Must anticipate challenges, evaluate options, and take ownership of decisions and outcomes with minimal supervision.

Preferred Skills and Abilities

3-5 years supporting senior or executive leadership (SVP, VP, Dean, or C-suite). Experience in this capacity and internal experience at Yale are 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.

Salary Range

$39,300.00 - $292,125.00