Senior Administrative Assistant 2

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$35.64

137733WD

Reporting to the assistant director of institutional affairs, the Senior Administrative Assistant 2 provides advanced administrative and operational support to the Office of Institutional Affairs, exercising a high-degree of independence, sound judgment, discretion, and professionalism in a fast-paced, highly collaborative environment. This position serves as a critical liaison between the Office of Institutional Affairs and senior leadership offices across the university, fostering effective communication and coordination among internal and external stakeholders.

As a key member of the Institutional Affairs team, the Senior Administrative Assistant 2 is essential to the smooth and efficient functioning of the office. With a high level of independent judgment, the Senior Administrative Assistant 2 manages complex administrative workflows, coordinates executive-level schedules and governance activities, and supports meetings and special events.

This position independently manages the full life cycle of driver coordination and support, from planning through completion. The position also provides meeting-to-meeting leadership for a team of 4-6 drivers supporting Yale Corporation meetings and related institutional events. This position serves as the sole administrator to ensure accountability, effective execution, and seamless coverage of transportation operations. This involves creating individualized work schedules based on trustee and guest travel itineraries and creating meeting agendas.

Additionally, this role serves as the primary point of contact for drivers, monitoring progress, addressing issues, coordinating schedule changes, troubleshooting, and resolving unexpected transportation challenges.

The Senior Administrative Assistant will be working with high-level guests, administrators, and staff both verbally and in writing, and should present a welcoming, helpful, and professional presence. Success in this role requires exceptional organizational skills, the ability to manage multiple competing priorities, and a commitment to accuracy, responsiveness, and outstanding customer service. The list of primary responsibilities below is not all inclusive and may differ based on the strengths of the successful candidate.

• Serve as the primary and sole contact for leading transportation operations for Yale Corporation meetings and other high-profile institutional events. Coordinates all aspects of travel logistics, including hotel accommodations, ground transportation, and transportation schedules. Provides meeting-to-meeting leadership and coordination for a team of four to six part-time employees, working collaboratively with campus partners to ensure seamless, professional, and discreet service for guests.
  
  Leads both extensive pre-meeting planning and active management during the meeting itself to ensure seamless execution of transportation operations.

• Work with strategic stakeholders across multiple Yale departments to understand communication requirements, coordinate timelines, and prepare meeting notices.

• Continually developing solutions and improving processes.

• Serve as an administrative partner to the senior staff, managing calendars, scheduling complex meetings, arranging guest travel, and handling sensitive correspondence. Prioritize and triage requests to ensure optimal use of leadership time and…