Executive Assistant, Chair’s Office

Position Focus :

Under the direction of the Department of Emergency Medicine Chair and the Associate Director of Emergency Medicine this position will serve as a senior aide with responsibility for managing the flow of people and information through the Chair’s office and representing the Chair’s interests through contact with other Yale offices, Yale-New Haven Health, other institutions, YSM department chairs, faculty, staff, students, alumni, dignitaries and visitors from other countries and corporations. Lead C&T staff.

Principal Responsibilities : Serves as the primary resource for all internal administrative staff inquiries, while directing administrative staff workflow and schedules.

Provides administrative assistance, such as writing and editing e-mails, drafting announcements, and preparing communications on the Chair’s behalf.

Maintains comprehensive and accurate records and spreadsheets on Excel and TEAMS. Organizes and prepares for meetings, including scheduling, sending reminders, gathering relevant documents, and coordinating travel arrangements when necessary.

Uses discretion in identifying critical items, setting up meetings and making scheduling changes with minimal involvement by the Chair.

Answers phone calls in a polite and professional manner. Welcomes visitors and identifies the purpose of their visit before directing them to the Chair’s office.

Manages the Chair’s calendar and Associate Director’s calendar, including making appointments and prioritizing the most sensitive matters.

Triages important documents that require the Chair’s signature, including reappointment and credentialing paperwork. Completes a variety of special projects including creating PowerPoint presentations, spreadsheets, reports, and agenda material under guidance of the Associate Director.

Handles information of a highly confidential and critical nature on a regular basis.

Essential Duties

1. Leads a unit or function, including overseeing and coordinating projects or work processes, and distributes the work of a minimum of two full time employees.

2. Directs the daily operations of the office. Manages calendars and calls, assesses nature of issues and escalates as appropriate.

Serves as principal source of information on policies, procedures, programs, and office activities. Oversees, monitors and controls office budget and spending.

3. Participates in special projects on a variety of topics. Identifies project needs. Researches, gathers and analyzes data and materials.

Collects project updates in a timely manner; prepares and maintains documentation, tracking, reports and presentations; follows up as appropriate.

4. Performs on-going review of department processes and systems. Develops, implements, and oversees office procedures designed to streamline operations, eliminates duplication and improves efficiency throughout the department.

5. Monitors and prioritizes communications for action and review; provides background necessary for action / decision-making;

flags time sensitive material; initiates follow up. 6. Composes and / or coordinates substantive communications, reviews outgoing material for accuracy and completeness.

Develops and / or produces materials for presentations. 7. Prioritizes, assigns and monitors work, sets standards and expectations among the department administrative support staff.

Ensures appropriate levels of coverage so department priorities can be met. Evaluates and clarifies roles and responsibilities.

Establishes and cultivates productive relationships between teams. 8. Attends meetings and drafts minutes. Performs other duties and responsibilities as necessary to support the mission of the office.

9. Greets visitors, answers and screens telephone calls and assesses nature of business. Responds to requests for information and provides assistance.

Screens and responds to mail. 10. May perform other duties as assigned.

Required Education and Experience

• Eight years of related work experience, six of them in the same job family at the next lower level and a high school level education;
• or six years of related work experience and an Associate's Degree; or two years of related work experience and a Bachelor's Degree;

or an equivalent combination of education and experience.

Required Skill / Ability 1 :

Proven proficiency in a high-level executive support role. Demonstrated experience in calendar management, booking travel, and processing expenses.

Required Skill / Ability 2 :

Highly developed oral and written communication. Proven ability to synthesize complex ideas and translate into language that is accessible for all audiences.

Ability to craft messages from the Chair. Candidates who provide a cover letter will be given priority consideration.

Required Skill / Ability 3 :

Superior interpersonal skills. Proven ability to represent the Department well while working collegially with peers and colleagues within and outside the University.

Ability to deal with complex issues, crises, and sensitive situations with discretion and proven problem-solving skills.

Required Skill / Ability 4 :

Possess sound independent judgment, intuition, and common sense with excellent attention to detail and the ability to prioritize and handle a complex portfolio of work in an intensive multi-tasking environment.

Required Skill / Ability 5 :

Excellent computer skills including intermediate to advanced level with MS Word, Excel, PowerPoint. Ability to assist with the design of promotional and informational materials.

Preferred Education, Experience and Skills :

Bachelor’s Degree and experience in senior level academic administration. Experience with MS Teams : video, chat, sharing and modifying documents,.

Experience with Workday. Prior experience with Faculty Recruitment. Prior event planning experience.

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.