Executive Assistant, Yale Health

Executive Assistant

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In 1971, Yale University established Yale Health to provide health services to its facility, staff, and students through a multidisciplinary health maintenance organization located on campus. Yale Health has more than 49,000 members including students, staff, faculty and their families who come from every state in the country and almost every country in the world and is committed to an inclusive workplace. We are celebrating over 50 years of service to the Yale community.

Our state-of-the-art facility at 55 Lock Street, is where our members receive most of their care from our 150+ providers. It is a 144,000 square foot medical facility with over 90 exam rooms, an Acute Care Department, a 15-bed inpatient facility with two negative pressure rooms, a diagnostic imaging suite including MR and CT scan, x-ray and ultrasound and a full-service retail pharmacy.

We are currently seeking an Executive Assistant to join the Executive Support Team in providing high level administrative and clerical support to the Executive Leadership Team at Yale Health. The Executive Support Team provides support for critical functions including tracking of CME including travel arrangements and reimbursements, heavy and complex calendaring support and phone volume, comprehensive committee and project support, including minutes and meeting arrangements, communications, coordination of our Regularly Scheduled Series (Grand Rounds and Med Staff) and related continuing medical education activities.

Additional responsibilities include :

• Performs a full range of administrative, computing and secretarial duties including complex scheduling, arranging, coordinating, receptions and / or other events; determines equipment needs, food, etc. and arrange for delivery to the event.
• Formats, keyboards, proofreads and edits correspondence, reports, manuscripts and other materials.
• Assembles attachments and corresponding material.
• Reviews outgoing material for completeness, dates and signatures.
• Answers and screens telephone calls.
• Assesses nature of business. Responds to requests for information and provides assistance to staff and patients.
• Prepares and processes expense reports for CME and other Yale Health travel and expenditures.
• Provides cross coverage for other support staff. Orders and maintains inventory of supplies. Opens, sorts and distributes mail daily.
• Performs additional functions in support of the Executive Leadership Team activities.

Successful candidates have the ability to work independently and comfortably supporting executive leadership in a remote work environment, coordinating travel plans and temporary office arrangements.

This is a full-time in-person position, occasional work from home after 90 days.

Candidates are required to provide a cover letter.

Please Note : This position is excluded from the L34 bargaining unit.

Schedule : Full-Time, Monday through Friday, 8 : 30A5 : 00P. Early mornings, evenings, weekends, holidays / recess may also be required. Occasional work from home after 90 days.

Required Skills and Abilities :

1. High degree of initiative, professionalism, and independent judgment. Exceptional organization, prioritization, and multi-tasking skills requiring accuracy, consistency, confidentiality and dependability with the ability to manage multiple projects and tasks simultaneously; attention to detail and ability to follow tasks to completion. Ability to assist with coordinating and supporting new initiatives specific to a health plan with an employee experience lens.

2. Demonstrated experience and ability providing high level executive administrative support in a healthcare environment. Superior, well-demonstrated customer service and interpersonal skills with the ability to communicate tactfully and effectively. Ability to work effectively and respectfully with a diverse population and staff at all levels of the organization.

3. Consistently demonstrates a mature and professional demeanor and appearance. Uses discretion and tact when handling confidential or sensitive issues or information. Highly developed problem-solving skills with the ability to exercise sound independent judgment. Ability to critically assess inquiries and adapt to unique situations.

4. Demonstrated ability managing multiple complex calendars for executive leaders in a fast-paced environment. Excellent communication skills both oral and written. Excellent spelling, grammar, punctuation and proofreading abilities. Knowledge of medical terminology. Ability to work with executives at a healthcare maintenance organization (HMO) who are privy to confidential and complex matters.

5. Developed creativity and self-confidence in order to support a diverse and evolving environment. Advanced proficiency with Microsoft Office Suite including Word, Excel, Power Point, Visio, Outlook and SharePoint. Proven track record of reliability and punctuality, with strong professional references confirming this.

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. Greets 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 Associates degree; or little or no work experience and a Bachelors degree in a related field; or an equivalent combination of experience and education.

Original Job Posting Date : 10 / 03 / 2025

Job Category : Administrative Support

Bargaining Unit : EXC

Compensation Grade : Labor Grade D

Compensation Grade Profile :

Time Type : Full time

Duration Type : Staff

Work Model :

Location : 55 Lock Street, New Haven, Connecticut

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.

Health Requirements : This role is a healthcare worker position. Healthcare workers (HCW) are defined as university employees working a healthcare setting who have the potential for direct or indirect exposure to patients, human research subjects or infectious materials including body substance, contaminated medical supplies, devices and equipment, surfaces, or air. HCW have specific health requirements that must be met prior to starting work, including MMR vaccine or immunity, varicella (chickenpox) vaccine or immunity, TB screening, COVID vaccine according to University policy, hepatitis B vaccine or immunity, and annual flu vaccination.

Posting Disclaimer : The hiring rate of a role is determined in accordance with the provisions outlined in the respective collective bargaining agreement. 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 position. Employees will be assigned specific job-related duties through their hiring department.

The University is committed to basing judgments concerning the admission, education, and employment of individuals upon their qualifications and abilities and seeks to attract to its faculty, staff, and student body qualified persons from a broad range of backgrounds and perspectives. In accordance with this policy and as delineated by federal and Connecticut law