Senior Administrative Assistant, Alumni Engagement and Development - Yale Law School

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$31.83

134596WD

Reporting to the Director of Alumni Engagement and Development, within the office of Alumni Engagement and Development (AED), the Sr. Administrative Assistant performs a wide range of complex and confidential, high-level administrative and clerical tasks in support of AED’s staff. The incumbent is expected to apply creativity and initiative and bring a collaborative approach to an entrepreneurial environment that is mission-focused, results-driven, and team-oriented.

The incumbent will have a demonstrated capacity to exercise good judgment in a variety of situations, with strong written and verbal communication, administrative and organizational skills, and the ability to maintain a realistic balance among multiple priorities while striving for precision and accuracy in all endeavors. The incumbent will have the ability to work independently on projects, from conception to completion, and must be able to work under pressure at times to handle a wide variety of activities.

The nature of the work in AED is highly confidential and complex, necessitating exposure to sensitive information and contacts. The incumbent will possess considerable discretion, judgment, tact, and diplomacy. Furthermore, the incumbent will demonstrate at all times a respect for privileged information, and a commitment to protecting the confidentiality of donor biographical, financial and philanthropic information.

This position collaborates with administrative staff, faculty, donors, volunteers, students, community members, vendors, and friends within and outside of the organization to ensure the timely scheduling of meetings and transfer of information and serves as an ambassador for the department. The incumbent prioritizes conflicting needs; handles matters expeditiously and proactively, and follows through on projects to successful completion, often with competing deadlines.

• Manage complex calendars for AED staff
• Provide administrative support on an as-needed basis for AED staff
• Monitor and triage inquiries, manage responses for multiple shared AED email accounts.
• Arrange domestic and international travel, coordinate complex itineraries and preparation, and process travel expenses in a timely manner.
• Prepare agendas, take minutes, and ensure that action items are distributed and implemented.
• Schedule in-person and virtual meetings and events.
• Assist with the preparation of meeting materials.
• Prepare written responses to routine inquiries.
• Create, format and edit PowerPoint slides, documents, presentations, and other meeting collateral.
• Execute select office operations: ordering office supplies, managing relationship, and scheduling for vendors for shredding, copying, and offsite storage.
• Provide on-site support to teams for meetings, presentations, and special events.
• Maintain effective and collaborative working relationships with internal and external constituents.
• Represent AED professionally and display tact, diplomacy and discretion with all internal and external constituents.
• Manage expenses and reimbursements, travel booking, and memberships for business-related activities in a timely manner and in compliance with University and department policies, practices and procedures.
• Oversee contract procurement and invoices.
• Provide cross-coverage as needed during peak times, including in general office operations, assisting with Cvent, supporting reunion committee and other volunteer activities, liaising with YLS business office, and more.
• Assist with daily office functions and procedures which will include cross training in the responsibilities for the other Senior Administrative Assistants.
• Assists with departmental communications. Formats, proofreads, and edits correspondence, reports, presentations, and other collateral…