Executive Assistant to Medical Director, YNHPH

Executive Assistant

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Overview

Reporting to the Medical Director of the Yale New Haven Psychiatric Hospital (YNHPH), the Executive Assistant provides management and oversight for the clinical and academic operations of the Medical Director's office. This position ensures effective execution operational and administrative services between the Medical Director, clinical faculty, and leadership across Yale Medicine and Yale New Haven Health (YNHHS), ensuring these functions are meticulously organized and executed.

In this role, the Executive Assistant provides high-level administrative, operational, and strategic support to the Medical Director by managing a diverse portfolio of departmental functions that ensure alignment with organizational goals and clinical priorities. Responsibilities include developing complex reports and presentations, analyzing provider productivity data, coordinating space and workflow management, and overseeing departmental projects and communications. The role serves as a key liaison between the Medical Director, faculty, leadership, and external partners, independently triaging high-priority communications and ensuring timely resolution in a highly regulated environment.

This position also leads logistical planning for meetings, travel, and events, manages departmental correspondence and scheduling, and supports compliance through the development and implementation of standard operating procedures and institutional policies. A critical component of the role is managing the faculty recruitment experience, coordinating interview logistics, tracking recruitment and staffing goals, and supporting onboarding and offboarding processes. The incumbent exercises sound judgment, maintains strict confidentiality, and ensures operational efficiency across administrative, financial, and programmatic activities and will perform other duties and manage special projects, as assigned.

Hybrid work arrangement of four days on campus, one day remote, with the flexibility to be on campus five days a week if needed. Availability for occasional urgent situations during evenings or weekends may be required.

Required Skills and Abilities

1. Ability to manage multiple, time-sensitive assignments with strong attention to detail, using sound judgment to solve problems. Demonstrated experience with operations and administrative management with the ability to handle multiple complex projects and shifting priorities.

2. Proficiency in synthesizing data setsspecifically provider productivity and clinical metrics. The candidate must be able to translate raw data into reports that highlight performance trends.

3. Excellent organizational, interpersonal, customer service orientation and communication skills, both verbal and written. Ability to interact professionally with diverse populations. Experience handling complex, sensitive and confidential information with discretion. Ability to work independently, exercise sound judgment.

4. Proven ability managing logistics, travel coordination, and managing complex calendars. Demonstrated skills in organizing files, correspondence, and documents.

5. Proficiency in Microsoft Office Suite and other relevant software programs. Ability to learn new applications and platforms.

6. A cover letter is required with the application.

Preferred Skills and Abilities

1. Experience in a fast-paced clinical or academic setting or comparable environment.

2. Knowledge of Yale University faculty policies and procedures, and experience working with Yale systems.

Principal Responsibilities

1. Administers a department program, processes and/or workflows. Aligns with department mission and goals.

2. Works closely with department leadership and colleagues to help ensure success. Develops activities, monitors effectiveness, and identifies potential areas of improvement or change.

3. Manages administration including use of resources.

4. Conducts outreach and communications as needed.

5. Performs other duties as assigned.

Required Education and Experience

Bachelor's degree and one year of related experience or an equivalent combination of education and experience.