Senior Executive Assistant for Andover Newton at Yale
This position serves as the primary interface for the Andover Newton leadership team with students, supporters and the wider community, requiring the use of discretion and independent judgment. The Senior Executive Assistant is responsible for a range of duties related to the mission of Andover Newton as a seminary working with Yale Divinity School. Provides support for the administrative needs of the Andover Newton Board of Trustees.
Manages a high level of administrative, financial, and operational support for the executive leadership offices of Andover Newton Seminary at Yale Divinity School. Performs specialized, confidential administrative duties. Serves as project manager for department initiatives and projects. Provides leadership support for the operation of the office of Andover Newton Seminary, an affiliate of Yale Divinity School. Interacts with administrative offices at Yale Divinity School and Yale University with courtesy and careful attention to detail. Plans logistics for Andover Newton events. Supports the daily work of the Dean of Andover Newton Seminary, including arranging appointments, meetings, and travel. Participates as a full member of an administrative and leadership team.
Please note that this position requires the availability to work on occasional evenings and weekends responding to inquiries on rare occasions as needed outside of the regularly scheduled workday.
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 Skill/Ability 1:
Ability to handle highly confidential matters and exercise sound judgment.
Required Skill/Ability 2:
Strong attention to detail with the ability to prioritize and work under time constraints with deadlines.
Required Skill/Ability 3:
Strong oral and interpersonal skills with the ability to deal professionally with alumni, faculty, students and staff and interact with religious leaders with understanding and sensitivity.
Required Skill/Ability 4:
Proficient with Microsoft Office Suite.
Required Skill/Ability 5:
Excellent writing, editorial and composition skills.
Preferred Education, Experience and Skills:
Communications, business, and/or administrative leadership experience. Experience working with administration in a fast-paced and demanding professional office environment in a higher educational or religious institution.
Weekend Hours Required?
Evening Hours Required?
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. Please visit www.yale.edu/hronline/careers/screening/faqs.html for additional information on the background check requirements and process.
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.
Affirmative Action Statement:
Yale University considers applicants for employment without regard to, and does not discriminate on the basis of, an individual’s sex, race, color, religion, age, disability, status as a veteran, or national or ethnic origin; nor does Yale discriminate on the basis of sexual orientation or gender identity or expression. Title IX of the Education Amendments of 1972 protects people from sex discrimination in educational programs and activities at institutions that receive federal financial assistance. Questions regarding Title IX may be referred to the University’s Title IX Coordinator, at TitleIX@yale.edu, or to the U.S. Department of Education, Office for Civil Rights, 8th Floor, Five Post Office Square, Boston MA 02109-3921. Telephone: 617.289.0111, Fax: 617.289.0150, TDD: 800.877.8339, or Email: firstname.lastname@example.org.
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