Senior Administrative Assistant-YLS Leadership Program

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!

Overview

Provide a high level of administrative support to the Executive Directors of The Tsai Leadership Program (The Leadership Program or TLP) at Yale Law School. Assists the Executive Directors in the planning, administration, and execution of programming and events related to The Leadership Program Fellows Programs. This position will report to the Executive Director of the Chae Private Sector Initiative and the Executive Director of the Ludwig Program in Public Sector Leadership.

 

Essential Administrative Duties

• Provide high-level of administrative support to the Executive Directors of the Leadership Program. Interact frequently with visitors, students, alumni, faculty, and staff.
• Coordinate and schedule internal and external meetings, calls and videoconferences on behalf of the Executive Directors.
• Field and answer questions or triage inquiries as appropriate.
• Manage and reconcile Executive Directors' expense reports, travel arrangements and reimbursements.
• Process edits to documents at the direction of the Executive Directors and review outgoing material for accuracy.
• Assist in the planning, administration, and execution of Leadership Fellows Program events, on and off campus, including but not limited to lecture series, speaker panels, workshops, multi-day off-site events, lunches, dinners and meetings, and major events featuring the dean, speakers, and other faculty and senior staff.
• Assist the Executive Directors and collaborate with other administrative personnel in a fast-paced, high-volume, deadline-driven environment to produce high-quality events.
• Work collaboratively with administrative departments at YLS for on-campus events, and with location staff for off-site events, working closely with the Executive Directors, Director of Operations, and Program Coordinator, as applicable.
• Perform Workday processing, including submitting invoices, creating expense reports, processing reimbursements, etc.
• Provide cost estimates as requested.
• Coordinate with Director of Operations and Program Coordinator to ensure that charges are applied to the correct accounts.
• Update project management tools with checklists and provide periodic progress reports for each event project.
• Perform timely reconciliation of all post-event processes. Maintain and utilize all event-related processes, checklists, project intake and tools with the goal of delivering strategic and world-class events that advance the profile of TLP and the Fellows Programs.
• Assess event needs for space, catering, and audio-visual services support.
• Ensure ADA compliance with all venues and vendors.
• Coordinate with vendors, export registration lists from event management system, assist with reimbursements, and reconcile and record attendance lists.
• Travel to provide support for off-campus events. Perform on-site troubleshooting for all Fellows programs.
• With independent judgment, resourcefulness and grace under pressure, quickly identify problems and present solution-focused approach to resolving problems with the oversight of the Executive Directors, without impacting guests or University representatives.
• Manage and track event metrics to measure event success.
• Assist with setting of goals around attendance and attrition.
• Analyze event strategies and data to determine the most effective methods, ideally resulting in increased attendance at events and overall engagement.
• Analyze and interpret data to make informed decisions for future events. Assist in the collection of information and production of marketing materials, including but not limited to weekly newsletters.
• Serve as a member of The Leadership Program team and provide backup for other team members.
• Assists in the collection of information and production of marketing materials, including but not limited to weekly newsletters.
• Perform other duties as assigned.
  

This position is a 2-year fixed duration role and a 10-month annual work period with a 2-month seasonal unpaid leave.

Required Skills and Abilities
1. Advanced ability with MS Word, Excel, PowerPoint and Outlook scheduling. Familiarity with Zoom and other video conferencing and virtual event platforms.
2. Demonstrated ability to interact effectively with high-profile visitors and high-level members of an institution. Ability to work with internal and external constituencies in pleasant, efficient and positive manner. Team player that works well with other members of the staff.
3. Well-developed organizational, analytical, and interpersonal skills. Adaptability to shifting priorities.
4. Strong communication skills - written and verbal- including proofreading, editing, grammar, and spelling. Ability to maintain high degrees of accuracy.
5. Excellent attention to detail and demonstrated professional judgment. Ability to maintain confidentiality.

Preferred Skills and Abilities
1. Experience supporting multiple supervisors.

2. Hospitality experience including menu development (pairings), catering, RFP submission, vendor contract negotiations, identifying venues, AV support, preparing and printing materials, drafting event/program flows, managing complex travel arrangements, attendance and registration systems, and processing expense reimbursements.

Principal Responsibilities

1. 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.   2. Oversees, instructs, and coordinates activities of support staff.  Oversees the preparation of materials for grants, contracts and budgets. Monitors expenditures and reconciles financial statements.   3. 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.   4. 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.   5. Greets visitors. Answers and screens telephone calls. Assesses nature of business. Responds to requests for information and provides assistance.  Screens and responds to mail.   6. 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.   7. 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.

Job Posting Date

11/02/2026

Job Category

Administrative Support

Bargaining Unit

L34

Compensation Grade

Labor Grade D

Compensation Grade Profile

Hourly Range

$31.83

Benefits

A general description of the benefits to be offered with this Clerical and Technical position is available at:

Yale Benefits

Time Type

Full time

Duration Type

Staff Fixed Duration (Fixed Term)

Work Model

On-site

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.