Senior Executive Assistant to the Dean of F&ES

Apply, or read more details, through Yale's STARS interface: requisition number 51065BR

Position Focus

With limited direct supervision and a high level of independence, discretion and confidentiality, the Senior Executive Assistant will plan, direct and manage the high volume of administrative and operational functions in a fast-paced, exciting and deadline-oriented office. Reporting directly to the Dean of F&ES and the Chief of Staff/Assistant Dean, the individual in this position plans, directs, and manages the executive assistance functions for the Dean. With a solid understanding of the operations, business practices, strategies and goals of the institution, the individual ensures that the activities of the Dean are executed and supported optimally.  Manages complex schedule and calendar for the Dean and the office. Serves as primary interface for the Dean and School in contacts with other Yale departments, other academic institutions, faculty, staff, students, alumni, donors, dignitaries, and visitors from other countries. Exercises discretion and independent judgment with matters of significance.  Performs specialized and confidential administrative duties, including researching data and preparing reports for a variety of committees and meetings.  Assists with some Deans Office event planning.
The School of Forestry and Environmental Studies (F&ES), with its mission of “Knowledge and Leadership for a Sustainable Future”, has been bringing science to solutions for 118 years.  F&ES is a professional graduate school at Yale, with roughly 40 faculty, 370 students, and 5000 alumni. The School is one of 13 graduate and professional schools at Yale, with strong partnerships across the University and across the world. Our faculty are internationally renowned scholars, teachers, and practitioners, and our alumni are environmental leaders and scholars across the world.

Principal Responsibilities

  1. Prepares and manages a high volume of correspondence, reports and documents. Exercises discretion in identifying and escalating priority inquiries and requests to the Dean.
  2. Serves as office manager, oversees facilities needs for the office.
  3. Screens, directs and responds to all inquiries or correspondence by obtaining and furnishing information. Drafts email correspondence on behalf of the Dean.
  4. Provides appropriate information when necessary during periods of Executive Leadership’s unavailability.
  5. Oversees the organization and coordination of meetings, conferences, and events for the Dean.
  6. Coordinates travel for the Dean, for research, outreach, development, etc. 
  7. Manages the Dean’s expenses, submitting to the university systems and business office, managing travel reimbursements. 
  8. Manages and monitors technology needs, conducts inventory and assesses system requirements
  9. Assists in reviewing and implements University and departmental policies as they pertain to the administrative functions.
  10. Serves as primary contact between the Executive Leadership’s office and other offices and staff and faculty.
  11. Implements and maintains complex office systems.
  12. Manages complex schedule and calendar for Executive Leadership and the office.
  13. Arranges and prepares agenda/documents/materials for meetings, conferences, events, etc.
  14. Interacts with staff at all organizational levels to gather information and/or provide requested information.
  15. Supports recruiting of faculty and staff and other related efforts.
  16. May perform other duties as assigned.

Required Education and Experience

  • Bachelor’s degree or higher in business administration or related field.
  • Five years of related experience or the equivalent combination of education and experience.

Required skills/abilities:

  • Demonstrated ability and flexibility, in a high pressure, fast paced and complex environment, to manage multiple, complicated, time sensitive assignments with the capacity to independently prioritize work with strong attention to detail.  Proven ability to accomplish projects and assignments with strict deadlines.
  • Proven ability with calendaring, travel and logistics coordination.  Demonstrated skills with organizing files, correspondence and documents and ability to recommend and implement systems to enhance related systems and technology.
  • Superior interpersonal skills and ability to interact with University leaders, faculty, staff, students, alumni and dignitaries with a highly professional demeanor and strong customer service skills.  Demonstrated ability to collaborate effectively and work in a team-oriented environment. 
  • Demonstrated exceptional written, oral and electronic communication skills. Demonstrated computer skills and experience with Microsoft Office suite.  Experience with other systems and technology to improve administrative efficiency.  Ability to learn new computer skills and systems, and to creatively develop new uses of technology to expand office capabilities.
  • Desire and aptitude for learning new concepts and skills. 

Desired skills/abilities/experience

  • Knowledge of and interest in the environment, with capabilities for discerning issues that need to be elevated to the level of the Dean
  • Experience in higher education
  • Supervisory experience
  • Ability to balance the seriousness of the job with a bit of levity (sense of humor is a plus!)
Apply, or read more details, through Yale's STARS interface: requisition number 51065BR

Application Details

For more information, or to apply for this position, please use the Yale STARS requisition number link used in the description above.
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