Executive Assistant to the Dean

Position Focus :

Reporting directly to the Chief of Staff / Associate Dean with a dotted line to the Dean of YSE, the individual in this position plans, directs, and manages the executive assistant functions for the Dean.

The individual in this role must have a solid understanding of operations and business practices, leveraging technology and pairing with the strategies and goals of the institution, to ensure that the activities of the Dean are executed and supported optimally.

With limited direct supervision and a high level of independence, necessary discretion and confidentiality, the Senior Executive Assistant will prepare and manage a high volume of correspondence, reports and documents.

They will exercise discretion in identifying and escalating priority inquiries and requests to the Dean and will address all queries directed to the Dean in a timely manner.

Oversee the organization and coordination of meetings, conferences, and events for the Dean and Associate Dean / Chief of Staff.

They will have full ownership of the Dean’s busy and constantly changing schedule, including the ability to anticipate needs.

They will be charged with reminding the Dean of upcoming appointments, ensuring the Dean remains on time, monitoring and resolving any conflicts pro-actively and keep the Dean’s Outlook calendar accurate.

Draft and edit email correspondence on behalf of the Dean, as well as type correspondence, reports and presentations. They will also record and post notes from meetings and distribute in a timely manner.

Ensure appropriate personnel and resources are included at meetings and that all materials are compiled and distributed to the Dean and appropriate parties so that meetings begin on time and in an organized fashion.

Coordinate and book travel for the Dean, for research, outreach, development, etc. They will manage the Dean’s expenses, submitting to the university systems and business office in a timely manner, as well as managing travel reimbursements.

They will also optimize travel schedules and calendars to enable remote decision making, keeping projects on track.

Have a thorough awareness and understanding of all business that the Dean is working on throughout the year, maintaining records and tracking progress;

proactively planning workflow based on known activities. They will implement and maintain complex office systems in this environment.

Serve as the primary contact between Executive Leadership’s office and other offices across Yale. They will provide appropriate information when necessary during periods of Executive Leadership’s unavailability.

Establish and maintain procedures to ensure the proper identification and handling of sensitive and confidential information.

Assist in reviewing and implementing University and departmental policies as they pertain to administrative functions, as well as developing and maintaining file systems to ensure appropriate handling, storage and access of information in the Dean’s office.

Arrange and prepare agenda / documents / materials for meetings / conferences / events, etc. Support recruiting of faculty and staff and other related efforts. Other duties as assigned.

PLEASE SUBMIT A COVER LETTER WHEN APPLYING.

Essential Duties

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 demonstrated experience including two years of demonstrated leadership, project or process management and / or supervisory experience;

or an equivalent combination of education and demonstrated experience.

Required Skill / Ability 1 :

Demonstrated ability and flexibility in a fast paced and complex environment, to manage multiple time-sensitive assignments, and the capacity to independently prioritize work with strong attention to detail.

Ability to use excellent judgment, tact and confidentiality in all activities.

Required Skill / Ability 2 :

Superior interpersonal skills and ability to interact with University leaders, faculty, staff, students, alumni and dignitaries with a highly professional demeanor and strong customer service skills.

Exceptional written, oral and electronic communication skills.

Required Skill / Ability 3 :

Excellent analytical skills and creative self-direction. Exceptional administrative, planning, organizational and project management skills.

Required Skill / Ability 4 :

Proactive with exceptional troubleshooting and problem solving skills. Self motivated with a high level of initiative.

Required Skill / Ability 5 :

Ability to relate comfortably and knowledgeably to a wide range of individuals. Strong service orientation, patience, cooperation as well as a strong attention to detail and accuracy.

Preferred Education, Experience and Skills :

Demonstrated experience in a senior-level and fast paced academic administration or comparable executive setting. Proven experience working at Yale, specifically in an academic department or working with faculty members.

Proven experience with complex calendaring for executives or faculty.

Drug Screen

Health Screening

Background Check Requirements

All candidates for employment will be subject to pre-employment background screening for this position, which may include motor vehicle, DOT certification, drug testing and credit checks based on the position description and job requirements.

All offers are contingent upon the successful completion of the background check. For additional information on the background check requirements and process visit "Learn about background checks" under the Applicant Support Resources section of Careers on the It's Your Yale website.

COVID-19 Vaccine Requirement

The University maintains policies pertaining to COVID-19. All faculty, staff, students, and trainees are required to comply with these policies, which may be found here :

Posting Disclaimer

The intent of this job description is to provide a representative summary of the essential functions that will be required of the position and should not be construed as a declaration of specific duties and responsibilities of the particular position.

Employees will be assigned specific job-related duties through their hiring departments.