Senior Executive Assistant, Yale School of Management

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$39,300.00 - $

138375WD

The Executive Assistant (EA) provides high-level executive support and writes personal correspondence and remarks for the Dean at the Yale School of Management (SOM). With a solid understanding of the operations, business practices, strategies and goals of the institution, the EA ensures that the activities of the Dean are executed and optimally supported. Serves as the interface for the Dean and the school in contacts with other Yale departments, other academic institutions, faculty, staff, students, alumni, dignitaries and visitors from other countries and corporations.

The EA reports to the Dean and works closely with the Chief of Staff (COS). Develops positive working relationships with others who report to the Dean, including Academic Deans, Senior Staff, and the Director.

• Maintain Dean’s calendar. Anticipate requests for time from a variety of sources, including school and university offices/departments and external organizations, ensuring the Dean’s time is directed to the highest-priority activities. Continually evaluate the flow of meeting requests, assess the importance, urgency and the context for the requests, determine scheduling and confirm the Dean’s participation or delegate appropriately. Coordinate and communicate with internal and external entities to ensure required arrangements are optimally executed.
• Serve as primary liaison for the Dean with a wide range of internal and external contacts. Make recommendations regarding priorities to ensure the objectives of the Dean’s activities are achieved. Research requests with appropriate staff, faculty or affiliate addressing concerns directly, and coordinating with COS as needed.
• Manage Dean’s extensive travel, including complex itineraries and coordination with other offices. Accompany the Dean on select, high profile trips domestically and internationally Using research gathered on complicated flight availability determines the feasibility of connecting several events within one trip. Use electronic systems for expense management, travel booking and placing orders with vendors. Monitor and reconcile expenses and ensure reimbursement of travel (domestic and international) as appropriate.
  
  Work closely with Business Office in execution of all financial transactions and prepare all documents in accordance with university policies and procedures.
• Draft timely and effective communications for COS or Dean’s review. Actively manage, forecast, plan, write, send, and archive Dean’s communication. Develop plans for multiple communications to various constituencies to achieve stated objectives. Write and send email in the Dean’s voice. Monitor and track correspondence distributed under the Dean’s name by multiple SOM offices.
• Prepare Dean’s Office correspondence, reports, nominations, recommendations, and other material, providing signature-ready work. Manage the Dean’s email inventory, ensure follow-up and assist in implementation of action items as appropriate. Respond to Dean’s requests for information. Conduct internet research and compile relevant background material.
• Conduct research and gather background information for projects, meetings and events. Ensure that meeting materials, presentations, speeches, etc., are prepared or assembled in advance of the meeting or event, and that preparations for all future calendar…