Executive Assistant - YSN Dean's Office

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Overview

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.

Additionally, the Executive Assistant will:

• 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.

Required Skills and Abilities:

1. 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.

2. 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.

3. Proven ability to handle sensitive situations and highly confidential information with tact, discretion, and diplomacy.

4. Ability to manage priorities, handle and initiate multiple projects, problem solve, and exercise good judgment in a dynamic environment.

5. Ability to work independently and exercise sound judgment. Ability to prioritize and solve problems. Excellent project management skills. Ability to manage people effectively.

Preferred Education, Experience and Skills:

1. Master's degree in public administration, management or a related field.

2. Previous experience with high-level support for senior-level executives.

3. Knowledge of higher education academic and advancement/fundraising structures, processes, and protocols. Knowledge of Yale University faculty policies and procedures.

Principal Responsibilities

1. Prepares and manages a high volume of correspondence, reports and documents. 2. Manages and assigns work on behalf of University Officer or other such leader, such a Dean and other professional staff in the Officer's office. Serves as office manager, oversees and coordinates all clerical and facilities needs. 3. Screens, directs and responds to all inquiries or correspondence by obtaining and furnishing information. 4. Provides appropriate information when necessary during periods of Officer or Senior Leader unavailability. 5. Oversees the organization and coordination of meetings, conferences, events, travel, etc. 6. Manages and monitors technology needs, conducts inventory and assesses system requirements. 7. Assists in reviewing and implements University and departmental policies as they pertain to the administrative functions. 8. Serves as primary contact between the Officer or Senior Leader and other offices and staff and faculty. 9. Implements and maintains complex office systems. 10. Manages complex schedule and calendar for Officer or Senior Leader and the office. 11. Arranges and prepares agenda / materials for meetings, conferences, events, etc. 12. Prepares and collects documents and materials for meetings. 13. Interacts with staff at all organizational levels to gather information and/or provide requested information. 14. Oversees on boarding activities for new staff members. Supports recruiting and other related efforts. 15. May perform other duties as assigned. Required Education and Experience Bachelor's degree in business administration or a related field and a minimum of five years of related experience including two years of demonstrated leadership, project or process management and/or supervisory experience; or an equivalent combination of education and experience. Required License(s) or Certification(s) Required License(s) or Certification(s):

Job Posting Date

08/27/2026

Job Category

Professional

Bargaining Unit

NON

Compensation Grade

Administration & Operations

Compensation Grade Profile

Associate (00)

Salary Range

$39,300.00 - $292,125.00

Time Type

Full time

Duration Type

Staff

Work Model

On-site

Background Check Requirements

All candidates for employment will be subject to pre-employment background screening for this position, which may include motor vehicle, DOT certification, drug testing and credit checks based on the position description and job requirements. All offers are contingent upon the successful completion of the background check. For additional information on the background check requirements and process visit "Learn about background checks" under the Applicant Support Resources section of Careers on the It's Your Yale website.

Health Requirements

Certain positions have associated health requirements based on specific job responsibilities. These may include vaccinations, tests, or examinations, as required by law, regulation, or university policy.

Posting Disclaimer

Salary offers are determined by a candidate's qualifications, experience, skills, and education in relation to the position requirements, along with the role's grade profile and current internal and external market conditions.

The intent of this job description is to provide a representative summary of the essential functions that will be required of the position and should not be construed as a declaration of specific duties and responsibilities of the position. Employees will be assigned specific job-related duties through their hiring department.

The University is committed to basing judgments concerning the admission, education, and employment of individuals upon their qualifications and abilities and seeks to attract to its faculty, staff, and student body qualified persons from a broad range of backgrounds and perspectives. In accordance with this policy and as delineated by federal and Connecticut law, Yale does not discriminate in admissions, educational programs, or employment against any individual on account of that individual's sex, sexual orientation, gender identity or expression, race, color, national or ethnic origin, religion, age, disability, status as a special disabled veteran, veteran of the Vietnam era or other covered veteran.

Inquiries concerning Yale's Policy Against Discrimination and Harassment may be referred to the Office of Institutional Equity and Accessibility (OIEA).

Note

Yale University is a tobacco-free campus.