Reporting to the Chief of Staff, with limited direct supervision and a high level of discretion, confidentiality, and independent decision-making, plan, direct, and manage the administrative functions of the Kerry Initiative. Serve as the primary liaison for the Distinguished Fellow, the Chief of Staff and the Kerry Fellows in contact with other Yale schools, departments, offices, faculty, staff, students, and with other universities, businesses, foreign government officials and heads of state. The role requires a high level of attention to detail, tact, and independent judgment and will be responsible for arranging complex travel, and managing high-profile domestic and international conferences. 1. Provide comprehensive and high-level administrative support for the Distinguished Fellow and Chief of Staff with demonstrated confidentiality based on a thorough knowledge of their responsibilities and objectives. Direct and maintain seamless and professional day to day operations of the office. Initiate, coordinate and implement systems to improve efficiency. 2. Receive, screen, direct, and resolve inquiries and problems from deans, chairs, faculty, staff, students, alumni, and other individuals. 3. With thorough understanding and knowledge of requirements, arrange all travel for Distinguished Fellow and Chief of Staff including complex international multi-day and multi-leg trips. This includes arranging meetings, conferences, conference calls, rooms, and catering. 4. Manage complex calendar, deadlines, and schedules for the Distinguished Fellow and Chief of Staff. Determine appropriate scheduling priorities. Screen matters to be brought to their attention. Research and prepare relevant background information for them. 5. Plan and execute all logistics arrangements for high profile Kerry Initiative events, including multi-day conferences in New Haven and abroad in all areas of the world. Work with a translator if necessary to schedule venue reservations, organize transportation, hotels, A/V equipment, invitations, speaker and attendee confirmation, and all other related tasks. 6. Coordinate application and selection process for Kerry Fellows. 7. Ensure the appropriate handling, availability and storage of information. Establish and maintain procedures to ensure the proper identification, handling, and filing of sensitive and confidential information. 8. Serve as liaison with vendors on event related matters. Coordinate with vendors to negotiate costs and make arrangements. Track expenditures and materials. 9. Process and track Kerry Initiative financial transactions in accordance with all policies and procedures of Yale University, including all travel reimbursements and invoices for the Initiative's activities. 10. Represent the Kerry Initiative in dealing with faculty, staff, students, alumni, university administrators, and outside constituents. 11. Perform additional duties incidental to office activities as necessary to maintain highest level of support and other duties as assigned.
Posting Position Title: Senior Administrative Assistant
University Job Title: Senior Administrative Assistant, Kerry Initiative
Work Week: Standard (M-F equal number of hours per day)
Required Skill/ability 1: Demonstrated ability and flexibility, in a high pressure, fast paced and complex environment, to manage multiple, time sensitive assignments with the capacity to independently prioritize work with strong attention to detail.
Required Skill/ability 2: Proven proficiency in all aspects of high-level event planning and execution, which may include travel, lodging, and guest and vendor management. Ability to travel internationally. Understanding of international and or domestic honorifics and hospitality protocols.
Required Skill/ability 3: Superior interpersonal skills and ability to relate comfortably and knowledgeably with dignitaries, leaders, faculty, students, and staff, both foreign and domestic, with a highly professional demeanor and strong customer service skills.
Required Skill/ability 4: Exceptional written, oral and electronic communication skills. Sensitivity to and ability to maintain confidentiality of information and materials. Writing samples will be required at the time of interview.
Required Skill/ability 5: Ability to initiate and complete tasks with minimal supervision. Exceptional administrative skills with strong attention to accuracy, detail, thoroughness and follow-through. Highly motivated, creative and flexible with a positive, can-do attitude. Willingness to assist without hesitation.
Preferred Education, Experience and Skills: Experience in senior-level and fast paced academic or governmental administration or comparable executive setting. Familiarity with international affairs.
Required Licenses Or Certifications:
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.
Yale University is an American private Ivy League research university located in New Haven, Connecticut. Founded in 1701 in the Colony of Connecticut, the university is the third-oldest institution of higher education in the United States.