Senior Executive Assistant
The Sr Executive Assistant provides a wide array of support activities for the VP of Office of Facilities and the direct reports. This work is time and subject sensitive requiring a high degree of organization, interpretation and careful execution. The work will often be used as part of high level meetings and discussions. This position requires high level decision-making skills often dealing with sensitive information. The Sr Executive Assistant has a great deal of interaction with Trustees, Officers, City and State officials and other parties outside the University for problems, schedules, emergencies, etc. which may or may not be Facilities related. The candidate should have experience and be comfortable in a role as ambassador for the VP and Facilities department. This role will have significant public interface with leadership at the University and with outside donors, consultants, union representatives, etc.
The Sr Executive Assistant should demonstrate an expressed interest and knowledge of the real estate and Facilities business and experience with the design and construction process is desirable.
This position attends meetings to assist with interpretation of data and the development of graphs, charts and analyses to be used in presentations meetings including Officers Program Review, Design Advisory Committee and Corporation Building & Grounds. The ability to read technical drawings and create or edit presentations to include charts and graphic imagery is required.
The Sr Executive Assistant coordinates the execution of a wide variety of projects which includes organization of facilities tours and providing logistics for deliveries and schedules. The position also oversees the approval and tracking of C&T attendance and vacation schedules to ensure proper coverage at all times. The Sr Executive Assistant will be involved in the planning and facilitation of training sessions for the department when new policies or practices are adopted and complex calendar management, travel & event schedules in support of Associate Vice President. This position implements and maintains complex office systems and determines the design and maintenance of databases, collecting data and information from a variety of sources for metrics and benchmarking.
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:
Demonstrated administrative and financial support skills. Excellent oral, written, and editorial skills. Demonstrated ability to ensure that communications are accurate and thorough.
Required Skill/Ability 2:
Highly proficient in MS Office, including Word, Excel, PowerPoint, Access and Outlook. Ability to technically adept with presentations. Proven ability to read technical drawings and create or edit presentations to include charts and graphic imagery. Demonstrated ability to learn other computer applications easily.
Required Skill/Ability 3:
Demonstrated flexibility and agility. Reacts to new situations appropriately and adapts readily to changing work demands. Ability to balance many projects simultaneously while maintaining professionalism. Demonstrated ability to adapt and respond positively to unique, unforeseen or unusual circumstances.
Required Skill/Ability 4:
Proven customer service orientation and interpersonal skills that displays a helpful and positive attitude.
Preferred Education, Experience and Skills:
Direct experience with project management and strategic initiatives. Experience in Design, MS Publisher, Photoshop or Illustrator, SharePoint and Adobe Acrobat. Knowledge of Microsoft Project scheduling software and Visio flow chart software.
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.