Executive Support Assistant

Job Description


Position Overview

Ultimate Staffing is actively seeking a proactive and detail-oriented Executive Support Assistant to provide high-level administrative support to senior leadership and coordinate key institutional initiatives in New Haven, Connecticut. This role is essential in ensuring the smooth operation of programs, processes, and departmental workflows.
Key Responsibilities

• Provide comprehensive administrative support to ensure smooth operation of programs, processes, and departmental workflows.
• Deliver centralized support for major university priorities, including faculty hiring, governance activities, and high-visibility meetings and events.
• Manage complex calendars and provide executive-level assistance to senior faculty leaders.
• Coordinate logistics for visitors, including travel arrangements, scheduling, and event support.
• Assist in the planning and execution of signature events, academic gatherings, and institutional meetings.
• Maintain and update shared drives, internal databases, and document management systems to ensure accurate, organized, and accessible records.
• Identify opportunities to increase efficiency through enhanced use of technology and standardized administrative practices.
• Support efforts to streamline workflows and strengthen processes.

Compensation & Schedule

• Hourly Rate: $31.83/hour
• Hours: 37.5 hours per week

Qualifications

• Experience providing administrative or executive support, preferably in a higher education or corporate environment.
• Excellent communication, organization, and multitasking abilities.
• Strong interpersonal skills and a professional demeanor when working with faculty, staff, and external partners.
• High proficiency with office software, calendar management tools, and document management systems.
• Ability to handle confidential information with discretion.

This position offers an exciting opportunity to work in a dynamic environment where every day brings new challenges and opportunities for growth. The ideal candidate will thrive in this fast-paced role, contributing to the success of the institution's goals.

All qualified applicants will receive consideration for employment without regard to race, color, national origin, age, ancestry, religion, sex, sexual orientation, gender identity, gender expression, marital status, disability, medical condition, genetic information, pregnancy, or military or veteran status. We consider all qualified applicants, including those with criminal histories, in a manner consistent with state and local laws, including the California Fair Chance Act, City of Los Angeles' Fair Chance Initiative for Hiring Ordinance, and Los Angeles County Fair Chance Ordinance.


Job Reference: JN -032026-417350