Senior Administrative Assistant, Alumni Engagement and Development - Yale Law School

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!OverviewReporting to the Director of Alumni Engagement and Development, within the office of Alumni Engagement and Development (AED), the Sr. Administrative Assistant performs a wide range of complex and confidential, high-level administrative and clerical tasks in support of AED’s staff. The incumbent is expected to apply creativity and initiative and bring a collaborative approach to an entrepreneurial environment that is mission-focused, results-driven, and team-oriented. The incumbent will have a demonstrated capacity to exercise good judgment in a variety of situations, with strong written and verbal communication, administrative and organizational skills, and the ability to maintain a realistic balance among multiple priorities while striving for precision and accuracy in all endeavors. The incumbent will have the ability to work independently on projects, from conception to completion, and must be able to work under pressure at times to handle a wide variety of activities.The nature of the work in AED is highly confidential and complex, necessitating exposure to sensitive information and contacts. The incumbent will possess considerable discretion, judgment, tact, and diplomacy. Furthermore, the incumbent will demonstrate at all times a respect for privileged information, and a commitment to protecting the confidentiality of donor biographical, financial and philanthropic information.This position collaborates with administrative staff, faculty, donors, volunteers, students, community members, vendors, and friends within and outside of the organization to ensure the timely scheduling of meetings and transfer of information and serves as an ambassador for the department. The incumbent prioritizes conflicting needs; handles matters expeditiously and proactively, and follows through on projects to successful completion, often with competing deadlines.Key Responsibilities includeManage complex calendars for AED staffProvide administrative support on an as-needed basis for AED staffMonitor and triage inquiries, manage responses for multiple shared AED email accounts.Arrange domestic and international travel, coordinate complex itineraries and preparation, and process travel expenses in a timely manner.Prepare agendas, take minutes, and ensure that action items are distributed and implemented.Schedule in-person and virtual meetings and events.Assist with the preparation of meeting materials.Prepare written responses to routine inquiries.Create, format and edit PowerPoint slides, documents, presentations, and other meeting collateral.Execute select office operations: ordering office supplies, managing relationship, and scheduling for vendors for shredding, copying, and offsite storage.Provide on-site support to teams for meetings, presentations, and special events.Maintain effective and collaborative working relationships with internal and external constituents.Represent AED professionally and display tact, diplomacy and discretion with all internal and external constituents.Manage expenses and reimbursements, travel booking, and memberships for business-related activities in a timely manner and in compliance with University and department policies, practices and procedures.Oversee contract procurement and invoices.Provide cross-coverage as needed during peak times, including in general office operations, assisting with Cvent, supporting reunion committee and other volunteer activities, liaising with YLS business office, and more.Assist with daily office functions and procedures which will include cross training in the responsibilities for the other Senior Administrative Assistants.Assists with departmental communications. Formats, proofreads, and edits correspondence, reports, presentations, and other collateral material. Assembles attachments and corresponding material. Reviews outgoing material for completeness, dates, and signatures.  Composes substantive correspondence and written material.  Perform other duties and responsibilities as assigned.The ability to work on a hybrid basis is per the manager's discretion.Required Skills and Abilities1. Demonstrated success managing one or more calendars in a fast-paced environment.2. Excellent written communication, interpersonal, presentation, and organizational skills. Ability to meet deadlines and produce quality work that reflects a high degree of attention to detail.3. Must have strong computer software skills and fluency in MS Office, Excel, Power Point, and databases.4. Display a high degree of tact, judgement, and discretion when dealing with confidential information.5. Must be available for evening and weekend work as needed.Preferred Skills and Abilities1. Experience in a complex, matrixed university setting working with alumni, donors, faculty, and students.2. Familiarity with Yale University and Workday experience.3. Demonstrated adeptness to be a generalist with office operations.4. Events experience.Principal Responsibilities 1. Oversees and coordinates administrative, program, and office activities. Establishes, selects, implements, and coordinates office procedures and systems.  Serves as principal source of information to students, staff, and faculty on policies, procedures, programs, and office activities.   2. Oversees, instructs, and coordinates activities of support staff.  Oversees the preparation of materials for grants, contracts and budgets. Monitors expenditures and reconciles financial statements.   3. Provides editorial support for a journal/publication.  Proofreads and edits material for grammatical and factual accuracy. Tracks copy through various editing and production stages