Senior Executive Assistant, Deans Office

Position Focus :

We are seeking a highly organized and detail-oriented Senior Executive Assistant to support the Dean of the School of Public Health at Yale University.

The successful candidate will provide critical, high-level administrative and operational support to the Dean, manage the Dean's calendar and scheduling, coordinate meetings and events, make travel arrangements for the Dean and assist with special projects.

The Senior Executive Assistant will facilitate the flow of information in the Office of the Dean and be responsible for maintaining organizational processes to strengthen internal workflow and improve coordination.

The Senior Executive Assistant is expected to maintain confidentiality and handle sensitive information with discretion and will manage one Senior Administrative Assistant.

Key Responsibilities for providing administrative support to the Dean (75%) include manage complex schedule for the Dean of the School of Public Health, maintaining digital-based calendar of meetings, appointments, and events.

Provide support for Dean’s engagements. Prepare and distribute meeting agendas and materials, take meeting minutes, and follow up on action items.

Support the Dean with internal and external engagements by creating / coordinating materials and connecting with appropriate contacts.

Conduct research and gather information on various topics as requested by the Dean and Chief of Staff. Anticipate needs and draft executive summaries, correspondences, reports, presentations, and other documents to support the Dean’s activities.

Regularly update the Dean’s biosketches, CVs, and other profiles. Manage travel arrangements and logistics for the Dean and other members of the school as needed.

Provide administrative support to the Dean, including managing expenses, processing invoices, and maintaining files and records.

Review and process all incoming correspondence and other communications using discretion to determine what can be handled by the Senior Executive Assistant, what should be routed to other staff, faculty, and what issues must be personally handled by the Dean.

When appropriate, respond to inquiries and requests for information from internal and external stakeholders. Formats, 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.

Manage dean’s office events and engagements. Collaborate with appropriate stakeholders on coordinating event logistics including invitation management, communications, space, audio-visual facilities, catering, transportation, and required follow up.

Managing special projects (25%) include under the direction of the Dean’s Chief of Staff, provide comprehensive support for special assignments, projects, and high-level tasks as assigned.

Coordinates assigned work and collaborates with School, University, and community stakeholders as appropriate. Keeps the Dean and the Dean’s Chief of Staff informed of project status with sufficient regularity and lead-times so that timely corrective action can be taken if needed.

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 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 demonstrated experience.

Required Skill / Ability 1 :

Excellent communication skills, both verbal and written. Excellent interpersonal skills, demonstrating an ability to work effectively with diverse populations.

Required Skill / Ability 2 :

Excellent organizational skills, strong attention to detail and ability to prioritize and multitask in a fast-paced environment.

Required Skill / Ability 3 :

Proficient in Microsoft Office Suite and other relevant software programs.

Required Skill / Ability 4 :

Ability to work independently and collaboratively as part of a team.

Required Skill / Ability 5 :

Ability to maintain confidentiality and handle sensitive information with discretion.

Preferred Education, Experience and Skills :

Seven years of related, demonstrated experience supporting high-level executives, preferably working in an academic or university environment.

Weekend Hours Required?

Evening Hours Required?

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.