Senior Administrative Assistant 2 - Executive Assistant

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Overview

The Senior Administrative Assistant 2 provides high-level, complex, and confidential administrative support within the department. This role serves as the office lead for administrative support staff, delegating tasks, creating communications, and creating and overseeing work processes. Responsibilities include providing high level administrative support on behalf of the Chair by managing schedules, creating meeting agendas, coordinating complex travel, and overseeing faculty appointments. The incumbent acts as the primary point of contact and expert resource for internal and external inquiries, maintaining a high level of confidentiality and professionalism. This role requires strong organizational and communication skills, the ability to manage multiple priorities, and the capability to make decisions independently.

Core Responsibilities

Executive Support & Chair Suite Operations

Provide proactive, high-discretion, and complex administrative support to the Chair and Vice Chairs, such as creating communications and facilitating confidential correspondence, anticipating needs and driving work forward without waiting for direction.

Serve as the Chair Suite office lead—creating, optimizing, and standardizing workflows, managing administrative cadence, and ensuring consistent, high-quality execution across daily operations.

Act as a trusted partner to the Chief of Staff, aligning administrative priorities with leadership goals and departmental deadlines.

Calendar Strategy, Scheduling Governance & Time Protection

Own complex calendar management across multiple leaders, balancing competing priorities and protecting time for strategic, clinical, and academic commitments.

Implement “calendar governance” practices: ensuring meetings are purposeful, appropriately sequenced, and confirmed only when objectives, attendees, and required materials are clear.

Independently create agendas by synthesizing and organizing email correspondence from stakeholders on behalf of the Chair.

Coordinate with executive offices and senior stakeholders across the health system to schedule high-impact meetings efficiently and diplomatically.

Meeting Excellence (“Meeting Readiness” Standard)

Create presentations and agendas for Chair meetings. Provide suggested content to the Chair and Sr. Director from start to finish.

Ensure all meetings are fully prepared and pre-approved: agendas set, objectives defined, pre-work assigned, presentations/documents reviewed, and final materials delivered in advance. Maintain leader readiness by tracking action items, decisions, and follow-ups; driving closure and ensuring commitments are met.

Independently assess the Chair’s priorities without oversight to sequence preparation work, elevate time-sensitive issues, and prevent avoidable surprises.

Delegation, Coordination & Cross-Functional Execution

Operate with high autonomy to coordinate inputs from departmental colleagues and delegate tasks on a daily basis to Senior Administrative Assistants, such as analysis and reports, to ensure materials and deliverables are complete and accurate.

Partner effectively with faculty affairs, clinical operations, quality/safety, HR, finance, and academic administration to move processes forward with minimal friction by making ad hoc, urgent independent judgment calls.

Events, Faculty Engagement & Departmental Presence

Independently coordinate complex travel, itineraries, and logistics; ensure seamless execution and contingency planning. Process expenses accurately and promptly; maintain documentation and adherence to Yale policies. Support faculty appointments and administrative workflows requiring confidentiality, precision, and timely coordination.

Communications, Stakeholder Management & Confidentiality

Serve as the primary point of contact and expert resource for internal and external inquiries to the Chair Suite. Answering questions independently, only escalating high impact issues.

Responding with a high degree of professionalism and discretion. Maintain strict confidentiality with sensitive personnel, strategic, and operational information. Build credibility with faculty and institutional leaders through reliable service, excellent judgment, and consistent follow-through. Ensure the Chair and Vice Chairs are  consistently prepared, briefed, and positioned for effective decision-making. Meetings run smoothly because materials, participants, and objectives are aligned in advance.

Required Skills and Abilities

1. Demonstrated experience working in Orthopaedics department.
2. Demonstrated experience training and monitoring the work of other administrative assistants. Demonstrated experience with faculty appointments and promotions.
3. Demonstrated experience with Epic, Workday and Proficient in Microsoft Office Suite (Excel, Word, Outlook, PowerPoint) and familiarity with administrative software and systems.
4. Demonstrated experience with Surgical scheduling, calendar management, expense processing and coordinating travel arrangements.
5. Strong written and verbal communication skills, including the ability to draft and edit documents and correspondence with accuracy and attention to detail. Exceptional organizational and multitasking skills, with the ability to prioritize and manage competing deadlines in a fast-paced environment.

Preferred Skills and Abilities

1. Proven experience in leading and overseeing administrative support staff, including task delegation and performance monitoring.
2. Familiarity with higher education or academic settings, including experience with faculty appointments, promotions, and event planning.
3. Advanced proficiency with administrative systems such as Workday, Interfolio, and Yale Message.
4. Ability to handle sensitive and confidential information with discretion and professionalism.
5. Strong interpersonal skills, with the ability to build trust and work effectively with a diverse group of stakeholders.

Principal Responsibilities

1. Leads a unit or function, including overseeing and coordinating projects or work processes, and distributes the work of a minimum of two full time employees. 2. Directs the daily operations of the office. Manages calendars and calls, assesses nature of issues and escalates as appropriate. Serves as principal source of information on policies, procedures, programs, and office activities. Oversees, monitors and controls office budget and spending. 3. Participates in special projects on a variety of topics. Identifies project needs. Researches, gathers and analyzes data and materials. Collects project updates in a timely manner; prepares and maintains documentation, tracking, reports and presentations; follows up as appropriate. 4. Performs on-going review of department processes and systems. Develops, implements, and oversees office procedures designed to streamline operations, eliminates duplication and improves efficiency throughout the department. 5. Monitors and prioritizes communications for action and review; provides background necessary for action/decision-making; flags time sensitive material; initiates follow up. 6. Composes and/or coordinates substantive communications, reviews outgoing material for accuracy and completeness. Develops and/or produces materials for presentations. 7. Prioritizes, assigns and monitors work, sets standards and expectations among the department administrative support staff. Ensures appropriate levels of coverage so department priorities can be met. Evaluates and clarifies roles and responsibilities. Establishes and cultivates productive relationships between teams. 8. Attends meetings and drafts minutes. Performs other duties and responsibilities as necessary to support the mission of the office. 9. Greets visitors, answers and screens telephone calls and assesses nature of business. Responds to requests for information and provides assistance. Screens and responds to mail. 10. May perform other duties as assigned. Required Education and Experience Eight years of related work experience, six of them in the same job family at the next lower level and a high school level education; or six years of related work experience and an Associate's Degree; or two years of related work experience and a Bachelor's Degree; or an equivalent combination of education and experience.

Job Posting Date

09/21/2026

Job Category

Administrative Support

Bargaining Unit

L34

Compensation Grade

Labor Grade E

Compensation Grade Profile

Hourly Range

$35.64

Time Type

Full time

Duration Type

Staff

Work Model

Hybrid

Background Check Requirements

All candidates for employment will be subject to pre-employment background screening for this position, which may include motor vehicle, DOT certification, drug testing and credit checks based on the position description and job requirements. All offers are contingent upon the successful completion of the background check. For additional information on the background check requirements and process visit "Learn about background checks" under the Applicant Support Resources section of Careers on the It's Your Yale website.

Health Requirements

Certain positions have associated health requirements based on specific job responsibilities. These may include vaccinations, tests, or examinations, as required by law, regulation, or university policy.

Posting Disclaimer

The hiring rate of a role is determined in accordance with the provisions outlined in the respective collective bargaining agreement.

The intent of this job description is to provide a representative summary of the essential functions that will be required of the position and should not be construed as a declaration of specific duties and responsibilities of the position. Employees will be assigned specific job-related duties through  their hiring department.

The University is committed to basing judgments concerning the admission, education, and employment of individuals upon their qualifications and abilities and seeks to attract to its faculty, staff, and student body qualified persons from a broad range of backgrounds and perspectives. In accordance with this policy and as delineated by federal and Connecticut law, Yale does not discriminate in admissions, educational programs, or employment against any individual on account of that individual’s sex, sexual orientation, gender identity or expression, race, color, national or ethnic origin, religion, age, disability, status as a special disabled veteran, veteran of the Vietnam era or other covered veteran.

Inquiries concerning Yale's Policy Against Discrimination and Harassment may be referred to the Office of Institutional Equity and Accessibility (OIEA).

Note

Yale University is a tobacco-free campus.