Executive Assistant

Connecticut United States
17 Sep 2018
End of advertisement period
17 Nov 2018
Contract Type
Full Time

Position Focus:

Provides high-level administrative support to the Associate Dean of Law Development. Responsible for oversight of special projects; logistical support for the Law School Fund Board; prospect research and data analysis; preparation of in-depth briefings and Power Point presentations; drafting of high-level correspondence for the Dean and to donors as well as general correspondence; database entry; reimbursement processing; department meeting preparation; onboarding/offboarding of staff; monitoring the department budget; and preparation of fundraising reports. Assists the Assoc. Dean with special projects including donor events and campaign planning and implementation. Supports Assoc. Dean with a range of activities incl. travel arrangements, expense reports, general correspondence, filing, staff meeting preparation and other office duties. Conducts research and analysis on prospects and donors using the Central Development database (HOPPER) and external sources. Designs and produces ad hoc queries, data exports, and reports from HOPPER. Produces monthly fundraising reports, maintains department prospects pipeline, monitors department operating budget. Enters prospect and donor data in HOPPER and Excel spreadsheets. Drafts briefings for the Dean and Assoc. Dean. Maintains Dean's Development travel calendar. Supports the Law School Fund Board; provides logistical support for meetings and other duties as assigned. Assists with student worker hiring, coordinates student work assignments. Other duties as assigned.

Essential Duties

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 Associate's degree; or little or no work experience and a Bachelor's degree in a related field; or an equivalent combination of experience and education.

Required Skill/Ability 1:

Excellent interpersonal, research, quantitative and written and oral communication skills. Demonstrated proficiency in a prior administrative support role.

Required Skill/Ability 2:

Superior organizational and analytical skills. Demonstrated ability to prioritize and balance multiple tasks, projects and deadlines. Self-motivated, innovative and collaborative. Strong attention to detail.

Required Skill/Ability 3:

Intermediate knowledge of MS Word, Excel and PowerPoint. Demonstrated proficiency using MS Outlook for calendar management.

Required Skill/Ability 4:

Customer-centric orientation. Demonstrated professionalism, maturity and ability to work with confidential information with discretion.

Required Skill/Ability 5:

Ability to think creatively and problem-solve. Team player comfortable working in a collaborative, fast-paced environment.

Preferred Education, Experience and Skills:

Experience with MS Access, HTML, and Blackbaud fundraising software. Experience with HOPPER. Experience handling travel arrangements in a professional capacity.

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.

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.

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: ocr.boston@ed.gov.