Senior Executive Assistant, Yale School of Management

Job description

Working at Yale means contributing to a better tomorrow. Whether you are a current resident of our New Haven-based community, eligible for opportunities through the New Haven Hiring Initiative, or a newcomer, interested in exploring all that Yale has to offer, your talents and contributions are welcome. Discover your opportunities at Yale!

Overview

The Executive Assistant (EA) provides high-level executive support and writes personal correspondence and remarks for the Dean at the Yale School of Management (SOM). With a solid understanding of the operations, business practices, strategies and goals of the institution, the EA ensures that the activities of the Dean are executed and optimally supported. Serves 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 reports to the Dean and works closely with the Chief of Staff (COS). Develops positive working relationships with others who report to the Dean, including Academic Deans, Senior Staff, and the Director.

Job Duties Assigned - Maintain Dean’s calendar. Anticipate requests for time from a variety of sources, including school and university offices/departments and external organizations, ensuring the Dean’s time is directed to the highest-priority activities. Continually evaluate the flow of meeting requests, assess the importance, urgency and the context for the requests, determine scheduling and confirm the Dean’s participation or delegate appropriately. Coordinate and communicate with internal and external entities to ensure required arrangements are optimally executed. - 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. Research requests with appropriate staff, faculty or affiliate addressing concerns directly, and coordinating with COS as needed. - Manage Dean’s extensive travel, including complex itineraries and coordination with other offices. Accompany the Dean on select, high profile trips domestically and internationally Using research gathered on complicated flight availability determines the feasibility of connecting several events within one trip. Use 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 with university policies and procedures. - Draft timely and effective communications for COS or Dean’s review.  Actively manage, forecast, plan, write, send, and archive Dean’s communication. Develop plans for multiple communications to various constituencies to achieve stated objectives. Write and send email in the Dean’s voice. Monitor and track correspondence distributed under the Dean’s name by multiple SOM offices. - 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. - Conduct research and gather background information for projects, meetings and events. 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 for special events as needed. Determine administrative, facility and equipment need 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. - 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. - 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. Join weekly Development and Alumni Relations meetings to support the Dean. Sit in on various meetings to take notes for the Dean, record Dean’s requests and track follow-up items. - Participate in hiring committees for Dean’s Office positions and roles across the school critical to operational support of the Dean’s Office. - Manage (review, edit, distribute) substantial flow of official correspondence in conjunction with all departments communicating on behalf of the Dean to students, prospective students, alumni, faculty, staff and donors 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 and coordinate extensively on meeting arrangements with donors and other friends of the school. - In concert with the Chief of Staff and in conjunction with staff, coordinate events for the Dean’s Office. Liaise with Student & Academic Services, Deputy Deans, Development, HR and other offices for annual activities and events. Plan and execute official visits for visiting dignitaries, representatives of professional organizations, visiting Deans, high-profile guests, and others. Write and extend invitations as the Dean for the Dean’s Office speaker series. With direction from the Director, Dean’s Office, provides support for Dean’s Office special events, conferences, seminars, and programs on and off campus, as needed. Support where needed the specifics of site visits, itineraries, travel arrangements, publicity, catering, entertainment, and accommodations and assist in drafting thank you and acknowledgment letters. - 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. Order books and research subscriptions to support the Dean’s research. - Handle confidential material requiring discretion and confidentiality. - Projects as assigned.

Required Skills and 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 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 systems. 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.

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

09/16/2026

Job Category

Professional

Bargaining Unit

NON

Compensation Grade

Administration & Operations

Compensation Grade Profile

Associate (00)

Salary Range

$39,300.00 - $292,125.00

Time Type

Full time

Duration Type

Staff

Work Model

Hybrid

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.