Senior Executive Assistant – Provost’s Office

Overview

With limited direct supervision and a high level of independence, discretion and confidentiality, the Senior Executive Assistant will plan, direct and manage a high volume of administrative and operational functions in a fast-paced and deadline-oriented office. The position supports the Vice Provost, Associate Provost and Assistant Provost in the Faculty Development group, based on a thorough knowledge of their responsibilities and objectives.

Responsibilities include tracking and reporting on the faculty search process and serving as the primary contact and subject matter expert for the Interfolio system used for faculty searches and tenure/promotion review. The role manages SAAC committee membership and meetings, tracks tenure/promotion cases, and conducts initial reviews of case materials in Interfolio. Additional duties include arranging new faculty orientation programs and various interest group meetings, managing communications (including ad hoc announcements and website updates), researching background information, and strategically managing calendars, deadlines and schedules for the provosts.

The position acts as the primary liaison for the provost with other Yale schools, departments, offices, faculty, staff, students, and with other universities and organizations; recommends and assists in implementing new procedures to improve efficiency; collaborates with other administrative support to maintain seamless day-to-day operations of the provost’s organization; and provides high-level administrative, financial, and operational support to a University Officer’s office.

It also includes analytical, statistical, and financial reporting functions and may involve confidential duties such as researching data and preparing reports. The role serves as a project manager for department initiatives and projects and oversees administrative operations, communications, meeting logistics, event support, calendar management, drafting/editing documents, maintaining confidentiality, and ensuring efficient office operations.

• Ability to manage multiple, time-sensitive assignments with strong attention to detail, using high-level judgment to problem solve.
• Excellent organizational, interpersonal, and communication skills, both verbal and written. Ability to interact professionally with diverse populations.
• Proven ability with logistics, travel coordination, and managing complex calendars. Demonstrated skills in organizing files, correspondence, and documents.
• Superior interpersonal skills and customer service orientation. Ability to work independently, exercise sound judgment, and handle sensitive information with discretion.
• Proficiency in Microsoft Office Suite and other relevant software programs. Ability to learn new applications and platforms.

• Experience in senior-level, fast-paced academic administration or comparable executive setting.
• Proven experience with complex calendaring and travel coordination for executives or senior leadership.
• Knowledge of Yale University faculty policies and procedures, and experience working with Yale systems.
• Supervisory experience and familiarity with project management tools.
• Bachelor's degree and five years of relevant experience, preferably in a large, complex organization or academic institution.