Executive Assistant to the Dean

Yale University - New Haven, CT

Full-time - Senior

New Haven, CT

Educational Services

About the position

The Executive Assistant to the Dean at Yale School of the Environment plays a crucial role in supporting the Dean and the Chief of Staff/Associate Dean. This position requires a high level of independence, discretion, and confidentiality, as the individual will manage a significant volume of correspondence, reports, and documents. The Executive Assistant will be responsible for overseeing the organization and coordination of meetings, conferences, and events, ensuring that all materials are prepared and distributed in a timely manner. The role demands a solid understanding of operations and business practices, leveraging technology to align with the institution's strategies and goals. In this hybrid position, the Executive Assistant will manage the Dean's busy schedule, proactively resolving conflicts and ensuring timely reminders for appointments. They will draft and edit correspondence on behalf of the Dean and maintain accurate records of all business activities throughout the year. The individual will also coordinate travel arrangements, manage expenses, and optimize schedules to facilitate remote decision-making. Additionally, the Executive Assistant will serve as the primary contact between the Executive Leadership's office and other departments, ensuring effective communication and information flow. The role also involves implementing and maintaining complex office systems, assisting in the recruitment of faculty and staff, and supporting various administrative functions. The Executive Assistant will be expected to demonstrate superior interpersonal skills, exceptional organizational abilities, and a proactive approach to problem-solving in a fast-paced academic environment.

Responsibilities

• Prepare and manage a high volume of correspondence, reports, and documents.
• Oversee the organization and coordination of meetings, conferences, and events for the Dean and Associate Dean/Chief of Staff.
• Manage the Dean's busy and constantly changing schedule, including anticipating needs and resolving conflicts.
• Draft and edit email correspondence on behalf of the Dean.
• Record and post notes from meetings and distribute them in a timely manner.
• Coordinate and book travel for the Dean, managing expenses and reimbursements.
• Maintain records and track progress of the Dean's activities throughout the year.
• Implement and maintain complex office systems in the Dean's office.
• Serve as the primary contact between Executive Leadership's office and other offices across Yale.
• Assist in reviewing and implementing University and departmental policies related to administrative functions.

Requirements

• Bachelor's degree in business administration or a related field.
• Minimum of five years of related demonstrated experience, including two years of demonstrated leadership, project or process management, and/or supervisory experience.
• Demonstrated ability to manage multiple time-sensitive assignments with strong attention to detail.
• Superior interpersonal skills and ability to interact with University leaders, faculty, staff, students, alumni, and dignitaries.
• Exceptional written, oral, and electronic communication skills.
• Excellent analytical skills and creative self-direction.
• Proactive with exceptional troubleshooting and problem-solving skills.

Nice-to-haves

• Demonstrated experience in a senior-level and fast-paced academic administration or comparable executive setting.
• Proven experience working at Yale, specifically in an academic department or with faculty members.
• Proven experience with complex calendaring for executives or faculty.