Senior Administrative Assistant, Events

Detailed Job Listing:

job family: Clerical & Technical  

STARS Requisition: 44317BR
University Job Title: Senior Administrative Assistant    
Department Job Title: Senior Administrative Assistant, Events   

Grade: D

Position Focus: 

Provide high-level support for the coordination and execution of Evans Hall programs and events, communications, and related activities.  Serve as first line and primary contact for Yale School of Management (SOM) events-related activities.

Essential Duties: 

  1. Using proven highly developed technical skills in a variety of related systems, serve as primary point of contact for events at the Yale SOM. Review and prioritize incoming requests, independently manage and resolve issues and/or refer to appropriate team member. Duties include, but are not limited to, planning, delivery, reconciliation, logistics, scheduling, event materials, and supporting documentation.
  2. Serve as Event Management System (EMS) system expert. Receive, review, approve/deny and process school-wide requests for room reservations within 1 business day of receipt, unless otherwise directed by Events team leadership. Refer complex requests to Events team leadership for review. Provide training, support and guidance to EMS room reservation system users.
  3. Create and maintain standard setup diagram templates for large events on a weekly basis, completing all diagrams by deadlines established by Events team leadership, and resend updated/revised diagrams as necessary. Cross-reference and confirm diagrams match information in EMS to ensure accuracy. Distribute diagrams in a timely manner, via email and/or print as needed, to Events team leadership, Custodial and Hospitality departments.
  4. Serve as expert resource for SOM events calendar. With a detailed understanding of the rhythm of the SOM annual calendar, advise faculty and staff on the availability of rooms and other spaces for recurring and non-recurring events.
  5. Review reservations booked in function spaces two weeks in advance to ensure appropriate set-ups/break-downs, custodial, facilities, security, communications and media services requests are included in the reservation.
  6. Serve as Events team primary point of contact with SOM Media Services Department for all media service needs related to internal SOM events, including scheduling media services support and entering media services needs into EMS.  
  7. Prepare schedule for evening and weekend events for upcoming week by noon on Friday, and send to Security, Custodial, SOM Hospitality, Media Services, and Events staff.
  8. Meet regularly with Events team leadership, custodial managers and event organizers to assist with planning and logistics and to ensure optimal execution of all programs.
  9. Ensure Events team leadership is kept updated on events-related activity.
  10. Using appropriate University systems, tools and processes, manage the procurement of goods and services, inform and use the relevant university electronic systems for room reservations, expense management, travel bookings and placing orders with vendors. 
  11. Using the relevant University electronic systems and reporting tools, work closely with SOM’s business office to process all financial transactions for Events department: create invoices for room rental, audio-visual support and other building use by external clients, process invoice payments for external building use, journal entries, purchase requisitions, and purchasing cards.
  12. Serve as primary point of contact for requests for temporary parking in Evans Hall garage. Work with SOM staff and the Yale Parking department to provide visitor parking for guests and injured students. Review for accuracy and process monthly statements from Yale Parking related to garage access through keypad codes. Resolve issues independently, and bring concerns to the attention of Events leadership.
  13. Contribute to identifying opportunities for improvement with workflow and systems.
  14. Provide backup support as needed for event setups, including floor support before, during and after events to ensure proper setup/break-down and execution of all facets of events, as directed by Events team leadership.
  15. Perform additional duties incidental to activities in Events and Business Operations to maintain the highest level of support.

Required Education & Experience: 

Six years of related work experience, four of them in the same job family at the next lower level and a high school level education; or four years of related work experience and an Associate degree; or little or no work experience and a Bachelor degree in a related field; or an equivalent combination of experience and education.

Required Skills & Abilities: 

  1. Proven excellent computer skills including well developed knowledge of Windows and Microsoft products: Word, Excel, and Outlook. Web maintenance skills. Internet navigation skills and research skills. Ability to use EMS and other University electronic systems.
  2. Proven excellent proofreading, editing, and writing skills for drafting material. Ability to communicate orally and in writing in a clear, pleasant, grammatically correct and professional manner. 
  3. Proven superior interpersonal skills and welcoming manner. Ability to represent the School professionally at events. Must be able to flex schedule to provide coverage (including evenings and weekends) as needed and must be able to meet overtime requirements.
  4. Proven excellent organizational skills, attention to detail and accuracy with demonstrated ability to concentrate and perform with constant and varied interruptions, ability to prioritize to meet deadlines and conflicting demands in an organized manner.
  5. Ability to regularly solve problems, take initiative and anticipate actions needed. Ability to properly use independent judgment.  Ability to function effectively as part of a team.
  6. Ability to lift 50 pounds individually and 100 pounds with assistance.

Preferred: 

Bachelor’s degree preferred. Global orientation, experience working across countries and regions, and fluency in more than one language. Experience in the hospitality/tourism field or equivalent.

Competencies:

  • Customer Service Focus – Listening carefully to and understanding customers’ needs and proactively responding to those needs in a consistent and timely manner.
  • Teamwork/Communication – Working cooperatively to achieve common goals. Support cooperation, collaboration and the sharing of information.
  • Product Excellence – Provide the best quality product available and continuously upgrade standards to maintain quality.
  • Leadership – Provide direction and motivation to others through communication, modeling appropriate behavior, optimism and high achievement.
  • Innovative – Openness to new ideas and their implementation. Ability to react and adapt to changing situations appropriately.
  • Strategic Thinking – Recognize opportunities, identify critical, high pay-off activities and prioritize them to attain goals.

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