Executive Assistant to the President

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Salary Range

Overview

Reporting to the President’s Chief of Staff, the Executive Assistant to the President provides high-level support of a substantial and confidential nature. This role works closely with the Chief of Staff to ensure alignment of university priorities with the President’s availability and access. The Executive Assistant has the primary responsibility for managing the complex calendars of the President and Chief of Staff, who also serves as the Vice Provost for Collections & Scholarly Communication. The Executive Assistant represents the Office of the President to trustees, officers, deans, directors, external visitors, and colleagues. This position works closely with administrative staff to ensure the President and Chief of Staff’s daily schedules are communicated and guests are welcomed and transitioned smoothly. The role requires anticipating and planning for the long-term calendar, including critical meetings, events, or trips, and preparing accordingly. It involves making timely and strategic decisions and communications related to planning and changes to the calendar. The Executive Assistant also prepares daily briefings and background information for the President’s meetings and events. This role works closely with the Assistant Vice President for University Initiatives and Presidential Communications to triage communications sent to the President and plan logistics for presidential speaking engagements, conveying messages and responding on the President’s behalf. Additionally, the Executive Assistant supervises and manages a team of administrative staff to ensure the smooth and efficient operations of the President's Office.

Required Skills and Abilities

• Excellent verbal and written communication skills. Proven ability to exercise discretion and maintain high levels of confidentiality. Demonstrated interpersonal skills with the ability to interact with deans, faculty, administrators, staff, trustees and other key stakeholders.

• Superior interpersonal skills. Proven ability to represent the Office of the President well while working collegially with peers and colleagues within and outside the University. Ability to deal with complex issues, crises, and sensitive situations with discretion and proven problem-solving skills. Ability to exercise diplomacy and an astute understanding of political and organizational structure.

• Proven ability managing high-level, complex calendars, projects and priorities. Demonstrated ability with successfully meeting deadlines in a fast-paced environment. Demonstrated experience in arranging complex national and international travel.

• Ability to provide local personal transportation for the President, including maintaining and insuring the personal vehicle.

Preferred Skills and Abilities

• Prior supervisory experience.

Principal Responsibilities

Principal Responsibilities

1. Prepare daily briefings and background information for the President’s  meetings and events.

2. Anticipate and plan for long-term calendaring for the President and Chief of Staff, including critical meetings, events or trips, and plan and prepare accordingly.

3. Provide timely and strategic decisions and communications related to planning and changes to calendar.

4. Independently prioritize, plan and coordinate complex travel and meeting logistics based upon the priorities and needs of the President.

5. Work closely with the Office of the Development, Office of International Affairs, Federal Affairs, and others to prioritize President’s trips and prepare briefings and materials in advance.

6. Receive, prioritize, triage, and respond to invitations and requests for meetings.

7. Work closely with administrative staff to ensure the president’s daily schedule is communicated and guests are welcomed and transitioned smoothly.

8. Work closely with the Assistant Vice President for University Initiatives and Presidential Communications, to triage communications sent to the President and to plan logistics for presidential speaking engagements.

9. Convey messages and respond on the President’s behalf.

10. Work closely with the chief of staff to ensure alignment of university priorities with the president’s availability and access.

11. Represent the Office of the President to the trustees, officers, deans and directors as well as external visitors and colleagues. Accompany and staff the President at some local internal and external events, including providing local transportation.

12. Supervise a team of administrative staff and direct the day-to-day operations of the office in accordance with the President’s priorities and direction.

13. Primary presidential contact with Yale Police Department and other law-enforcement agencies.

14. Other duties as assigned.

Required Education and Experience

Bachelor’s degree and five years’ experience supporting executive leaders or equivalent combination of education and experience; Experience working in a large complex organization or academic institution of higher learning.

Required Licenses and Certifications

Valid Driver’s License

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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.