Senior Administrative Assistant, Executive Suite

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!

In 1971, Yale University established Yale Health to provide health services to its faculty, staff, and students through a multidisciplinary health maintenance organization located on campus. Yale Health has more than 49,000 members and is committed to an inclusive workplace.

The Senior Administrative Assistant (SAA) provides high‑level administrative and operational support across two key areas: the Communications Department and Recruitment Support / Executive Suite. This dual‑role position requires a highly organized, detail‑oriented professional who can balance competing priorities while maintaining accuracy, discretion, and efficiency.

Approximately 20 hours per week are dedicated to supporting Communications initiatives, including digital content management, messaging coordination, and departmental operations. The remaining 17.5 hours per week support the Executive Suite and Recruitment functions including, but not limited to, calendaring, expense processing, and executive‑level coordination.

This role plays a critical part in ensuring smooth operations, effective communication, and coordinated administrative support across leadership and organizational initiatives.
This is a 6‑Month Fixed Duration Position.

• Provides coverage for a full range of administrative, computing, and secretarial duties, including scheduling, coordinating, and recording meetings, receptions, and events; determines equipment and logistical needs.
• Provides heavy calendaring support, meeting coordination, and phone coverage for senior leadership.
• Formats, types, proofreads, and edits correspondence, reports, and other materials; reviews outgoing materials for completeness and accuracy.
• Answers and screens telephone calls; assesses inquiries and provides response or routing.
• Prepares and processes expense reports, including travel and other organizational expenditures.
• Coordinates travel arrangements, reimbursements, and related logistics.
• Maintains files and supports confidential administrative processes, including credentialing support for providers as needed.
• Provides support to recruitment and HR‑related administrative functions, including scheduling and coordination.
• Orders and maintains office supplies; opens, sorts, and distributes mail.
• Provides cross‑coverage for administrative staff and supports additional leadership initiatives as assigned.

• Manages updates and edits to Yale Health’s public website (Drupal) and internal SharePoint resources.
• Supports development, editing, and distribution of internal and external communications, including newsletters and announcements.
• Assists with preparation and scheduling of Yale Message e‑communications, ensuring timely and accurate distribution.
• Maintains Communications calendars to align messaging across campaigns and projects.
• Generates and distributes analytics reports for digital communications as needed.
• Monitors Communications Project Request Tracker and routes assignments appropriately.

• Coordinates print, signage, and production requests with vendors and Yale Printing and Publishing Services.
• Manages ordering, proofing, and installation logistics for signage across facilities.
• Maintains departmental budgets, spend‑down tracking, and processes vendor payments.
• Oversees inventory of communications and office supplies, including tracking and distribution.
• Assists in modifying materials using tools such as Canva and prepares final outputs.

• Provides administrative support for the Communications Internship Program, including onboarding coordination, timesheet processing, and budget tracking.
• Supports committee work, project coordination, and meeting logistics, including minutes and…