Senior Administrative Assistant

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Overview

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 resources.

• Manage day-to-day administrative operations for the Office of Institutional Affairs, including procurement, supplies, facilities coordination, contract processing, and financial transactions (e.g., reimbursements, expense reports), ensuring compliance with university policies.

• Lead logistics planning for select meetings and events, including the full RSVP and travel process, preparation of materials, management of attendee data, and coordination with internal and external stakeholders.

• Contribute to office-wide initiatives and project-based work as needed, demonstrating flexibility, initiative, and a proactive approach to supporting evolving institutional priorities.

Please note that this position is excluded from the Union.

Required Skills and Abilities

1. Demonstrated ability to plan, prioritize, and manage a high volume of administrative tasks including complex scheduling with precision and efficiency in a fast-paced, deadline-driven environment. Strong attention to accuracy, detail, and follow-through.

2. Strong verbal and written communication skills with ability to craft clear, concise, and professional messages. Excellent spelling, grammar, editing, and proofreading skills. Strong interpersonal skills. Proven ability to interact diplomatically and effectively with high-level stakeholders, and to represent the office with professionalism and discretion.

3. Advanced proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint) and experience with data collection, management, and reporting tools (e.g., Qualtrics, spreadsheets). Ability to quickly learn new systems and tools and ensure accuracy and integrity in data entry and reporting.

4. Ability to manage competing priorities, adapt to shifting demands, and thrive in a highly collaborative team environment. Demonstrated initiative and problem-solving abilities, with a commitment to supporting colleagues and office-wide goals while maintaining strict confidentiality.

5. Ability to identify and resolve challenges that may arise during the coordination of events or office functions. Strong critical thinking and troubleshooting skills to proactively identify and resolve issues and ensure smooth event delivery.

Preferred Skills and Abilities

1. Demonstrated experience in an administrative support role.

The information provided in the Job Description section below is generic in nature, prospective applicants will find the information in this Additional Job Description to be most relevant to the position.

Principal Responsibilities

1.  Provides administrative leadership for a unit or function, including overseeing and coordinating projects or work processes, and distributes the work of a minimum of two full time employees. 2.  Oversees and coordinates the daily operations of the office, including projects and work processes. Manages calendars and calls, assesses nature of issues and escalates as appropriate.  Serves as principal source of information on policies, procedures, programs, and office activities. Administers, monitors, tracks and maintains office budget and spending. 3.  Oversees and coordinates special projects on a variety of topics. Identifies project needs. Researches, gathers and analyzes data and materials. Collects project updates in a timely manner; prepares and maintains documentation, tracking, reports and presentations; follows up as appropriate. 4.  Performs on-going review of department processes and systems. Develops, implements, and oversees office procedures designed to streamline operations, eliminates duplication and improves efficiency throughout the department. 5.  Monitors and prioritizes communications for action and review; provides background necessary for action/decision-making; flags time sensitive material; initiates follow up. 6.  Composes and/or coordinates substantive communications, reviews outgoing material for accuracy and completeness. Develops and/or produces materials for presentations. 7.  Prioritizes, assigns and monitors work, according to set standards and expectations among the department administrative support staff. Ensures appropriate levels of coverage so department priorities can be met. Clarifies roles and responsibilities based on management definitions. Establishes and cultivates productive relationships between teams. 8.  Attends meetings and drafts minutes. Performs other duties and responsibilities as necessary to support the mission of the office. 9.  Greets visitors, answers and screens telephone calls and assesses nature of business. Responds to requests for information and provides assistance. Screens and responds to mail. 10. May perform other duties as assigned. Required Education and Experience Eight years of related work experience, six of them in the same job family at the next lower level and a high school level education; or six years of related work experience and an Associate's Degree; or two years of related work experience and a Bachelor's Degree; or an equivalent combination of education and experience.

Job Posting Date

08/24/2026

Job Category

Administrative Support

Bargaining Unit

EXC

Compensation Grade

Labor Grade E

Compensation Grade Profile

Hourly Range

$35.64

Time Type

Full time

Duration Type

Staff

Work Model

Hybrid

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 basedon 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

The hiring rate of a role is determined in accordance with the provisions outlined in the respective collective bargaining agreement.

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 throughtheir 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.