Senior Executive Assistant

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Salary Range

$39,300.00 - $292,125.00

Overview :

The Senior Executive Assistant will serve as the direct administrative assistant to the Dean of the School of Music, aiding the Dean in the performance of all functions. These functions include communicating with all levels of personnel, faculty, and students; planning and organizing meetings attended or convened by the Dean's Office; maintaining the Dean's Office calendar of activities; and arranging for the most efficient use of the Dean's time, including making travel arrangements.

Responsibilities :

1. Maintains and updates the Dean's calendar of activities and travel itineraries.

2. Develops and maintains file systems to ensure proper handling, storage and access to information in the Dean's Office, including methods for maintaining and distributing confidential and restricted information.

3. Assists the Dean's office in the end-to-end process of planning, execution and distribution of School Prizes and Awards for students and external recipients, which includes the process of submissions and gathering information needed for payments.

4. Assists the Office of the Dean in the search process for new faculty hires. This includes assisting the Project Administrator managing Interfolio system from beginning to end and overseeing the recruiting to promotion process while following guidelines set by the Office of Faculty Affairs Services (OFAS).

5. Assists the Dean's Office in all functions related to faculty administration, including, but not limited to, preparing faculty compensation forms, collecting necessary documentation, completing required forms and documents to be submitted to both Provosts' office and OFAS, and entering extra compensation amounts into Workday as applicable

6. Assists in annual process of updating faculty salaries, with a focus on completing forms submitted to faculty administrative services and corresponding data entry into Workday, including updated salary information, and strong attention to detail for accuracy

7. Assists the Office of the Dean in the invitation and processes surrounding guest artists, performers, and lecturers, including forms, documentation, and communications. The Executive Assistant will be the primary resource for questions and information. Plans and executes both domestic and international travel of visiting faculty or guests. Oversees and plans all elements of travel for guests, including hotels, flights and ground transportation. Communicates plans and sends itineraries. Track all expenses. Distributes information to visitors regarding payment options, reviews forms for business office regarding payments, answers questions, and sends instructions as needed.

8. Coordinates and assists with international travel for visiting guests and new faculty hires, including the procurement of travel documents, visas, and other necessary paperwork. Coordinates information input into the OISS system, and assists in review of required documents. Acts as a partner with OISS to ascertain what documents are required in a timely manner.

9. Records and maintains all expenses on behalf of the Office of the Dean, including meticulous record-keeping and entry into Workday.

10. Coordinates large-scale event planning, including Convocation, Commencement, Honors Banquet, faculty and staff meetings and functions.

11. Performs other related duties as assigned by the Dean in support of the Dean, Director of Special Projects, and the School of Music.

Required Skills and Abilities :

1. Excellent organizational and communication skills. Demonstrate exceptional organizational, interpersonal, and verbal and written communication skills. Interact professionally with faculty, administrators, and staff at all levels. Draft routine communications on behalf of the Dean and respond to correspondence professionally.

2. Excellent computer skills demonstrated exceptional facility with word processing, spreadsheets, calendaring, and email software. Ability to learn new applications and platforms. Demonstrated ability with Microsoft Word, PowerPoint, Excel, Mail merge, and Outlook Suite.

3. Effective multitasking and time management. Plan, organize, and manage a large volume of work and diverse administrative tasks in a complex, fast-paced environment. Maintain accuracy, attention to detail, and exceptional proofreading skills. Manage several tasks simultaneously, navigate frequent interruptions, and execute tasks within reasonable time frames.

4. Sensitivity to and ability to effectively maintain confidentiality of information and materials. Work independently and under pressure with mature judgment when handling sensitive issues. Prioritize tasks, anticipate problems, and proactively solve challenges.

5. High level of interpersonal and service orientation. Ability to relate comfortably and knowledgeably to a wide range of individuals. Exhibit a strong service orientation, attention to detail, and accuracy. Possess excellent follow-up skills.

Preferred Skills and Abilities :

1. Interest and / or appreciation for music.

2. Experience working with and supporting faculty.

Principal Responsibilities

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 License(s) or Certification(s) Required License(s) or Certification(s) :

Job Posting Date

12 / 05 / 2025

Job Category

Professional

Bargaining Unit

NON

Compensation Grade

Administration & Operations

Compensation Grade Profile

Associate (00)

Time Type

Full time

Duration Type

Staff

Work Model

On-site

Location

165 Elm Street, New Haven, Connecticut

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. For additional information on the background check requirements and process visit "Learn about background checks" under the Applicant Support Resources section of Careers on the It's Your Yale website.

Health Requirements

Certain positions have associated health requirements based on specific job responsibilities. These may include vaccinations, tests, or examinations, as required by law, regulation, or university policy.

Posting Disclaimer

Salary offers are determined by a candidate's qualifications, experience, skills, and education in relation to the position requirements, along with the role's grade profile and current internal and external market conditions.

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 position. Employees will be assigned specific job-related duties through their hiring department.

The University is committed to basing judgments concerning the admission, education, and employment of individuals upon their qualifications and abilities and seeks to attract to its faculty, staff, and student body qualified persons from a broad range of backgrounds and perspectives. In accordance with this policy and as delineated by federal and Connecticut law, Yale does not discriminate in admissions, educational programs, or employment against any individual on account of that individual's sex, sexual orientation, gender identity or expression, race, color, national or ethnic origin, religion, age, disability, status as a special disabled veteran, veteran of the Vietnam era or other covered veteran.

Inquiries concerning Yale's Policy Against Discrimination and Harassment may be referred to the Office of Institutional Equity and Accessibility (OIEA).

Note

Yale University is a tobacco-free campus.