Executive Assistant to the Dean

Detailed Job Listing:

job family: managerial and professional  

STARS Requisition: 57214BR
University Job Title: Senior Executive Assistant
Department Job Title: Executive Assistant to the Dean

Grade: 00 (MP OT Eligible) 

Position Focus: 

Reporting to the Dean and the Director of the Dean’s Office, the Executive Assistant will provide high level executive support and will write timely and effective speeches, remarks, articles, and personal correspondence for the Dean. With a solid understanding of the operations, business practices, strategies and goals of the institution, the EA will ensure that the activities of the Dean are executed and optimally supported. The EA will serve as the interface for the Dean and the School in contacts with other Yale departments, other academic institutions, faculty, staff, students, alumni, dignitaries and visitors from other countries and corporations. The EA will develop positive working relationships with others who report to the Dean, including Academic Deans, Senior Staff, and the Director.

Essential Duties: 

  1. Maintain the Dean’s calendar and prioritize uses of the Dean’s time. Manage the Dean in his travel. Serve as primary liaison for the Dean with a wide range of internal and external contacts. Make recommendations regarding priorities to ensure the objectives of the Dean’s activities are achieved.
  2. The management of the Dean’s calendar involves accurate, deft, and timely communication. The EA must continually evaluate the flow of meeting requests, confirm the Dean’s participation or delegate appropriately. Continuously assess the importance and urgency of requests for the Dean’s time and the context for the requests to make appropriate time available. Coordinate and communicate with internal and external entities to ensure required arrangements are optimally executed. Manage the Dean’s extensive travel, including complex itineraries and coordination with other offices. Using research gathered on complicated flight availability determine the feasibility of connecting several events within one trip. Use the University’s electronic systems for expense management, travel booking and placing orders with vendors. Monitor and reconcile expenses and ensure reimbursement of travel (domestic and international) as appropriate. Work closely with Business Office in execution of all financial transactions, and prepare all documents in accordance to University policies and procedures.
  3. Actively manage, forecast, plan, write, send, and archive the Dean’s communication. This includes developing plans for multiple communications to various constituencies to achieve particular objectives. Write and send numerous e-mails in the voice of the Dean. This also includes monitoring and tracking any correspondence that is distributed under the Dean’s name by multiple Yale SOM offices.
  4. Prepare Dean’s Office correspondence, reports, nominations, recommendations, and other material, providing signature-ready work. Manage the Dean’s email inventory. Ensure follow-up and assist in implementation of action items as appropriate. Respond to Dean’s requests for information. Conduct internet research and compile relevant background material.
  5. Conduct research and gather background information for projects, meetings and events in preparation for the Dean’s activities. Ensure that meeting materials, presentations, speeches, etc., are prepared or assembled in advance of the meeting or event, and that preparations for all future calendar events are on schedule. Provide high-level support to special events as needed. Determine administrative, facility and equipment needs for symposia, lectures, seminars, conferences and Dean’s activities. Write talking points for the Dean for all school / public facing events, including orientations, Welcome Weekends, Town Halls, and Faculty events.
  6. Develop PowerPoint presentations and talking points for Board of Advisors and Councils meetings, All Faculty and Senior Faculty Meetings, presentations to the Cabinet and presentations to the Trustees. Write talking points for weekly Dean’s Meetings and monthly Senior Staff meetings.
  7. Schedule, coordinate and collect agenda items for Senior Staff Meetings. Schedule and support the Dean in setting the agenda for Dean’s meetings. Attend Senior Staff and Dean’s Meetings. Sit in on weekly Development and Alumni Relations (‘DAR’) meetings to support the Dean. Sit in on various meetings to take notes for the Dean, record the Dean’s requests and track follow-up items.
  8. Manage substantial flow of correspondence in conjunction with the Office of Development and Alumni Relations. Review and edit correspondence prepared by others for the Dean’s signature. In concert with Development and Alumni Relations, manage activities of the board of advisors and other advisory committees (schedule meetings, answer general inquiries from board members, etc.) and coordinate extensively on meeting arrangements for the Dean with donors and other friends of the school.
  9. Manage correspondence in conjunction with the Career Development Office and Admissions. Review and edit correspondence prepared by these offices for the Dean’s signature. Send correspondence using mail merge to large contact lists provided by these offices.
  10. In concert with the Director of the Dean’s Office and in conjunction with staff, coordinate events for the Dean’s Office, serve as liaison with Student & Academic Services, Deputy Deans, Development, and other offices for annual activities and events, including orientation, reunions, commencement, etc., Plan and execute official visits for visiting dignitaries, representatives of professional organizations, visiting Deans, high-profile guests, and others.
  11. Provide support to the Dean in his role as a senior member of the faculty, including support for teaching, research, and other professional activities. Communicate and coordinate meetings and other commitments related to the Dean’s involvement with other organizations. This includes ordering books and researching subscriptions to support the Dean’s research.
  12. Write and extend invitations as the Dean for the Dean’s Office speaker series. With direction from the Director, Dean’s Office, provide support for Dean’s Office special events, conferences, seminars and programs held on and off campus, as needed. Support where needed the specifics of site visits, itineraries, travel arrangements, publicity, catering, entertainment and accommodations. At the conclusion of events, assist in drafting thank you and acknowledgment letters.
  13. Handle confidential material requiring discretion and confidentiality.
  14. Projects as assigned.

Required Education & Experience: 

Bachelor’s degree in business administration or 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 Skills & Abilities: 

  1. Superior oral, proofreading, editing, and written communication skills with proven ability to communicate effectively with a wide range of constituencies, while maintaining a high level of discretion and confidentiality in a complex, fast-paced, and changing environment. Must provide brief writing samples.
  2. Excellent computer skills including well-developed knowledge of Microsoft Office programs and Internet search engines, ability to use databases, and electronic business system.
  3. Excellent attention to detail, sound, independent judgment, high degree of organizational and planning skills, excellent calendaring and time management skills.
  4. Excellent problem solving skills, ability to prioritize, manage and coordinate multiple items/projects, information gathering and monitoring skills, ability to work with ambiguity and complexity.
  5. Well-presented; superior interpersonal skills and professional, welcoming demeanor. Patient diplomatic skills negotiating with complex offices of public officials and prominent business leaders. Evening and weekend work required, as necessary.

    Preferred: 

    Five years of experience in an executive assistant capacity or an equivalent combination of experience and education, experience in an executive setting with complex calendaring and travel coordination, experience working within an international environment, and with different time zones. Experience working in an academic environment. iPad experience. Global orientation; experience working across countries and regions, and fluency in more than one language.

    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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