Senior Executive Assistant

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Overview

Reporting to the Assistant Vice President/Chief of Staff, the temporary Senior Executive Assistant is responsible for a range of essential tasks that support the work and daily needs of the Secretary and Vice President for University Life as an officer and university leader and the Assistant Vice President/Chief of Staff, and for overseeing the day-to-day operations of the Office of the Secretary and Vice President for University Life, including: managing the high volume of demands for the Secretary and Vice President's time and supporting her work with external organizations; collaborating with divisional senior staff responsible for various components of the office’s work; and managing office work flow and prioritizing across multiple projects with both short- and long-term timelines..

The temporary Senior Executive Assistant undertakes management of the Secretary and Vice President’s and the Assistant Vice President/Chief of Staff’s calendars; organizes and schedules appointments/meetings and handles associated logistics; communicates within the office and serves as liaison with other offices internal and external to the institution on the Secretary and Vice President’s behalf; develops, drafts, edits, and organizes documents, spreadsheets, presentations, and files in paper and electronic formats; helps organize productive staff and team meetings, leveraging technology where possible; and undertakes other work as needed to ensure the seamless operation and responsiveness of the Office of the Secretary and Vice President for University Life.

The successful candidate will: possess the ability to complete high volumes of complex tasks and projects quickly, concurrently, and with excellence; react with appropriate urgency to situations and events that require quick response or turnaround; and efficiently and creatively solve problems that affect people within the group or other related groups. The candidate will also be service oriented, display a high level of professionalism, demonstrate attention to detail while still meeting tight deadlines, and have the ability to switch gears at a moment’s notice. The position requires exceptionally strong organizational, writing, communication, and planning skills, superior judgment, diplomacy, warmth and tact, and initiative. The position is hybrid but the individual is required to staff the office, provide in-person support for the Secretary and Vice President for University Life when needed, and work on campus as much as is warranted in any given time period, especially during the academic year. A high level of integrity and discretion in handling confidential information and professionalism in dealing with senior professionals inside and outside the university is key.

The following Essential Duties are generic in nature; the information contained in this Position Focus is most relevant to the position.

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 Skills and Abilities
1. Ability to manage multiple, time-sensitive assignments with strong attention to detail, using high-level judgment to problem solve.
2. Excellent organizational, interpersonal, and communication skills, both verbal and written. Ability to interact professionally with diverse populations.
3. Proven ability with logistics, travel coordination, and managing complex calendars. Demonstrated skills in organizing files, correspondence, and documents.
4. Superior interpersonal skills and customer service orientation. Ability to work independently, exercise sound judgment, and handle sensitive information with discretion.
5. Proficiency in Microsoft Office Suite and other relevant software programs. Ability to learn new applications and platforms.

Preferred Education, Experience and Skills
Yale experience 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. Required License(s) or Certification(s) Required License(s) or Certification(s):

Job Posting Date

09/01/2026

Job Category

Professional

Bargaining Unit

NON

Compensation Grade

Administration & Operations

Compensation Grade Profile

Associate (00)

Salary Range

$39,300.00 - $292,125.00

Time Type

Full time

Duration Type

Temporary / Casual (Fixed Term)

Work Model

Hybrid

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

Certain positions have associated health requirements based on specific job responsibilities. These may include vaccinations, tests, or examinations, as required by law, regulation, or university policy.

Posting Disclaimer

Salary offers are determined by a candidate’s qualifications, experience, skills, and education in relation to the position requirements, along with the role’s grade profile and current internal and external market conditions.

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, Yale does not discriminate in admissions, educational programs, or employment against any individual on account of that individual’s sex, sexual orientation, gender identity or expression, race, color, national or ethnic origin, religion, age, disability, status as a special disabled veteran, veteran of the Vietnam era or other covered veteran.

Inquiries concerning Yale's Policy Against Discrimination and Harassment may be referred to the Office of Institutional Equity and Accessibility (OIEA).

Note

Yale University is a tobacco-free campus.