Senior Administrative Assistant, Executive Suite

Senior Administrative Assistant

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!

The Senior Administrative Assistant (SAA) provides high-level administrative and operational support across two key areas: the Communications Department and Recruitment Support/Executive Suite. This dual-role position requires a highly organized, detail-oriented professional who can balance competing priorities while maintaining accuracy, discretion, and efficiency.

Approximately 20 hours per week are dedicated to supporting Communications initiatives, including digital content management, messaging coordination, and departmental operations. The remaining 17.5 hours per week support the Executive Suite and Recruitment functions including but not limited to calendaring, expense processing, and executive-level coordination.

This role plays a critical part in ensuring smooth operations, effective communication, and coordinated administrative support across leadership and organizational initiatives. This is a 6 Month Fixed Duration Position.

Additional responsibilities include:

• Provides coverage, as needed, for a full range of administrative, computing, and secretarial duties, including scheduling, arranging, coordinating, and recording meetings, receptions, and events; determines equipment and logistical needs.
• Provides heavy calendaring support, meeting coordination, and phone coverage for senior leadership and Executive Suite.
• Formats, keyboards, proofreads, and edits correspondence, reports, and other materials, reviews outgoing materials for completeness and accuracy.
• Answers and screens telephone calls; assesses inquiries and responses or routes appropriately.
• Prepares and processes expense reports, including travel, CME, and other organizational expenditures.
• Coordinates travel arrangements, reimbursements, and related logistics.
• Maintains files and supports confidential administrative processes, including credentialing support for providers as needed.
• Provides support to recruitment and HR-related administrative functions, including scheduling and coordination.
• Orders and maintains office supplies; opens, sorts, and distributes mail. Provides cross-coverage for administrative staff and supports additional leadership initiatives as assigned.

Communications & Digital Content Support:

• Manages updates and edits to Yale Health's public website (Drupal) and internal SharePoint resources.
• Supports development, editing, and distribution of internal and external communications, including newsletters and announcements.
• Assists with preparation and scheduling of Yale Message e-communications, ensuring timely and accurate distribution.
• Maintains Communications calendars to align messaging across campaigns and projects.
• Generate and distribute analytics reports for digital communications as needed.
• Monitors Communications Project Request Tracker and routes assignments appropriately.

Operational, Vendor & Project Coordination:

• Coordinates print, signage, and production requests with vendors and Yale Printing and Publishing Services.
• Manages ordering, proofing, and installation logistics for signage across facilities.
• Maintains departmental budgets, spend-down tracking, and processes vendor payments.
• Oversees inventory of communications and office supplies, including tracking and distribution.
• Assists in modifying materials using tools such as Canva and prepares final outputs.

Program & Organizational Support:

• Provides administrative support for the Communications Internship Program, including onboarding coordination, timesheet processing, and budget tracking.
• Supports committee work, project coordination, and meeting logistics, including minutes and follow-up.
• Assists with coordination of organizational events, communications initiatives, and leadership projects.
• Performs additional duties in support of departmental and organizational priorities.

Shift/Schedule: Full-Time, Monday through Friday, 8:30 a.m. – 5:00 p.m. Early mornings, evenings, holidays/recess may also be required.

Required Skills and Abilities:

• High degree of initiative, professionalism, and independent judgment with exceptional organizational and multitasking abilities. Demonstrated ability to provide high-level administrative and operational support in a fast-paced environment.
• Strong written and verbal communication skills with excellent proofreading and editing abilities. Superior interpersonal and customer service skills; ability to work effectively with diverse populations and all organizational levels.
• Ability to manage confidential and sensitive information with discretion and tact. Strong problem-solving skills with the ability to assess priorities and adapt to changing needs.
• Proficiency with Microsoft Office Suite (Word, Excel, PowerPoint, Outlook); familiarity with Canva, website content tools, and digital platforms preferred.
• Ability to learn new systems quickly and work across multiple platforms. Demonstrated reliability, punctuality, and strong attention to detail.
• Ability to support both independent work and collaborative team environments across departments.

Preferred Skills and Abilities:

• Experience in healthcare, higher education, communications, or administrative support environments. Familiarity with digital content systems (e.g., Drupal, SharePoint), communications platforms, or marketing tools. Familiarity with Canva, website content tools, and digital platforms.

Principal Responsibilities:

• 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.
• Oversees, instructs, and coordinates activities of support staff. Oversees the preparation of materials for grants, contracts and budgets. Monitors expenditures and reconciles financial statements.
• Provides editorial support for a journal/publication. Proofreads and edits material for grammatical and factual accuracy. Tracks copy through various editing and production stages. Communicates with authors, printers, and others concerned with published work.
• Determines administrative, facility, and equipment needs for symposia, lectures, seminars, and conferences. Assembles and arranges for necessary items. Determines sources of data. Compiles, synthesizes and manipulates data. Summarizes findings and writes reports or portions of reports.
• Greets visitors. Answers and screens telephone calls. Assesses nature of business. Responds to requests for information and provides assistance. Screens and responds to mail.
• Formats, keyboard, proofread, and edits correspondence, reports, manuscripts, grants, and other material. Assembles attachments and corresponding material. Reviews outgoing material for completeness, dates, and signatures. Composes substantive correspondence and written material.
• Coordinates travel arrangements. Schedules and coordinates meetings and appointments. Orders and maintains inventory of supplies. Takes minutes or dictation. Performs additional functions incidental to office activities.

Required Education and Experience: Six years of related work experience, four of them in the same job family at the next lower level, and high school level education; or four years of related work experience and an Associate's degree; or little or no work experience and a Bachelor's degree in a related field; or an equivalent combination of experience and education.