Executive Assistant – YSN Dean’s Office

About the role

Reporting directly to the Chief of Staff & Strategy with a dotted line to the Dean of Yale School of Nursing (YSN), the individual in this position plans, directs, and manages the executive assistant functions for the Dean.

The individual in this role must have a solid understanding of operations and business practices, leveraging technology and pairing with the strategies and goals of the institution, to ensure that the activities of the Dean are executed and supported optimally.

With limited direct supervision and a high level of independence, necessary discretion and confidentiality, the Executive Assistant will prepare and manage a high volume of correspondence, reports and documents.

Additionally, The Executive Assistant Will Act as confidential liaison between the Dean and the full range of internal and external stakeholders.

Exercise a high degree of judgment in communicating with all parties.

Be alert to situations that require early intervention and attention and determine appropriate response, using independent judgment and discretion, bringing in and collaborating with other decision makers as needed.

Responsibilities

• Prepare and manage a high volume of correspondence, reports and documents.
• Manage and assign 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.
• Screens, directs and responds to all inquiries or correspondence by obtaining and furnishing information.
• Provides appropriate information when necessary during periods of Officer or Senior Leader unavailability.
• Oversees the organization and coordination of meetings, conferences, events, travel, etc.
• Manages and monitors technology needs, conducts inventory and assesses system requirements.
• Assists in reviewing and implementing University and departmental policies as they pertain to the administrative functions.
• Serves as primary contact between the Officer or Senior Leader and other offices and staff and faculty.
• Implements and maintains complex office systems.
• Manages complex schedule and calendar for Officer or Senior Leader and the office.
• Arranges and prepares agenda / materials for meetings, conferences, events, etc.
• Prepares and collects documents and materials for meetings.
• Interacts with staff at all organizational levels to gather information and/or provide requested information.
• Oversees on boarding activities for new staff members. Supports recruiting and other related efforts.
• Maintains subject files, which serve as the office files of formal record.
• Aids in publication and editorial review management, including tracking the publishing process and serving as liaison between the publisher, communications staff, and the Dean.
• Serves as a liaison between the Dean and their direct reports.
• Ensures compliance with all University rules and regulations while meeting priorities of the Dean.

Requirements

• Highly organized with a professional, yet accessible, demeanor to represent the Dean independently with tact and discretion.
• Demonstrated skills in writing, proofreading, and verbal communications.
• Proven accuracy and attention to detail, as well proactive anticipation of executive needs and ability to work independently, efficiently, and effectively to meet tight deadlines.
• Proven ability to handle sensitive situations and highly confidential information with tact, discretion, and diplomacy.
• Ability to manage priorities, handle and initiate multiple projects, problem solve, and exercise good judgment in a dynamic environment.
• Ability to work independently and exercise sound judgment.
• Ability to prioritize and solve problems.
• Excellent project management skills.
• Ability to manage people effectively.

Qualifications

• Master's degree in public administration, management or a related field.
• Previous experience with high-level support for senior-level executives.
• Knowledge of higher education academic and advancement/fundraising structures, processes, and protocols.
• Knowledge of Yale University faculty policies and procedures.