Executive Assistant – YSN Dean’s Office

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!

Reporting directly to the Chief of Staff & Strategy with a dotted line to the Dean of Yale School of Nursing (YSN), the individual in this position plans, directs, and manages the executive assistant functions for the Dean. The individual in this role must have a solid understanding of operations and business practices, leveraging technology and pairing with the strategies and goals of the institution, to ensure that the activities of the Dean are executed and supported optimally.

With limited direct supervision and a high level of independence, necessary discretion and confidentiality, the Executive Assistant will prepare and manage a high volume of correspondence, reports and documents.

• Act as confidential liaison between the Dean and the full range of internal and external stakeholders.
• Exercise a high degree of judgment in communicating with all parties.
• Be alert to situations that require early intervention and attention and determine appropriate response, using independent judgment and discretion, bringing in and collaborating with other decision makers as needed.
• Serve as the primary support for the Dean's administrative obligations, including managing required records, providing reports, and responding to department faculty personnel actions, inquiries, and requests.
• Manage the Dean's email, reviewing all email and routing and/or delegating as appropriate, ensuring the Dean is aware of all matters requiring attention.
• Manage and support the Dean's Office, including calendaring and event support for the Dean, calendaring and support for sponsored all-school meetings and events, and calendaring and support for Senior Leadership Team meetings and events.
• Coordinate communications for the Dean, utilizing sound judgment; drafts and edits documents.
• Independently screen and prioritize all correspondence and telephone calls, routing or composing responses as appropriate, making independent judgments, and using discretion to determine appropriate response.
• Ensure the Dean is fully briefed on agenda items and has received all required supporting materials well in advance of scheduled obligations.
• Schedule meetings, coordinate setting of agendas and research and preparation of materials and ensure follow-up on action items.
• Plan and execute travel arrangements for the Dean.
• Manage the maintenance of the Dean's subject files, which serve as the office files of formal record.
• Assist the Dean with publication and editorial review management, including tracking the publishing process and serving as liaison between the publisher, communications staff, and the Dean.
• Serves as a liaison between the Dean and their direct reports.
• Flexibility to accommodate urgent schedule changes or requests that may require periodic evening and weekend calendar checks, as well as remote support during Dean's travel.
• Ensure compliance with all University rules and regulations while meeting priorities of the Dean.

• Highly organized with a professional, yet accessible, demeanor to represent the Dean independently with tact and discretion. Demonstrated skills in writing, proofreading, and verbal communications.
• Proven accuracy and attention to detail, as well proactive anticipation of executive needs and ability to work independently, efficiently, and effectively to meet tight deadlines.
• Proven ability to handle sensitive situations and highly confidential information with tact, discretion, and diplomacy.
• Ability to manage priorities, handle and initiate multiple projects, problem solve, and exercise good judgment in a dynamic environment.
• Ability to work independently and exercise sound judgment. Ability to prioritize and solve problems. Excellent project management skills. Ability to manage people effectively.

• Master's degree in public administration, management or a related field.
• Previous experience with high-level support for senior-level executives.
• Knowledge of higher education academic and advancement/fundraising structures, processes, and protocols. Knowledge of Yale University faculty policies and…