Hiring for an Executive Assistant in New Haven, CT
Pay: set at $35.64/hr
MUST have minimum 1-2 years of recent EA experience supporting Director level or higher.
Must be organized, tech savvy and self-motivated
- M-F 8AM-5PM. 37.5 – 40 hours / week
- 4 days in office / 1 day from home. Potential for 3 days in office/ 2 days remote
- Meeting Scheduling is THE major part of this position as the job description shows. This candidte will be completely organizing the director’s schedule which can include meetings and events with colleagues, company leaders, political leaders, interntional contacts (time zones) etc. Mix of in person and virtual meetings as well
- This candidate must be decisive, independent, multitasker, efficient at their role.
- In addition to supporting the main director, they will also support other faculty members
- Someone who had supported Senior Managers / Senior Directors / VP / Corporate level management is A MUST
Administrative Lead / Executive Assistant to the Director
Position Overview
Seeking a highly organized, proactive, and polished Administrative Lead / Executive Assistant to provide high-level support to the Center Director and assist with the day-to-day administrative operations of a fast-paced, internationally connected research center.
This role is ideal for an experienced Executive Assistant who thrives in a dynamic environment, excels at managing complex calendars and logistics, and can anticipate needs while operating independently. The successful candidate will serve as a trusted partner to the Director while coordinating meetings, travel, communications, and administrative activities across multiple stakeholders and time zones.
This position will begin as a temporary assignment with the goal of long-term placement, offering an excellent opportunity to gain experience within Yale University and contribute to a high-profile research organization.
Key Responsibilities
Executive Support & Calendar Management
- Manage and coordinate a complex executive calendar, ensuring scheduling accuracy and efficiency.
- Schedule and organize meetings with internal and external stakeholders, including university leadership, research collaborators, industry partners, and international contacts.
- Resolve scheduling conflicts and proactively identify calendar challenges.
- Coordinate meeting logistics, invitations, agendas, and supporting materials.
- Maintain executive focus time and manage competing priorities.
Meeting & Event Coordination
- Organize department meetings, leadership meetings, advisory board sessions, and special events.
- Prepare meeting materials and distribute agendas and pre-read documents.
- Track action items and follow up on outstanding deliverables.
- Coordinate both virtual and in-person meetings across multiple time zones.
Travel & Expense Management
- Research and coordinate domestic and international travel arrangements.
- Prepare detailed travel itineraries and supporting documentation.
- Coordinate flights, hotels, transportation, and travel logistics.
- Process expense reports and reimbursement requests in compliance with university policies.
Administrative Operations
- Serve as a primary point of contact for internal and external inquiries.
- Manage confidential correspondence and sensitive information with professionalism and discretion.
- Maintain organized electronic filing systems and shared administrative resources.
- Assist with purchasing, reimbursements, onboarding logistics, and general administrative support.
- Support additional faculty and leadership members as needed.
Visitor & Communication Support
- Coordinate logistics for visiting speakers, researchers, collaborators, and guests.
- Assist with center communications, announcements, and correspondence.
- Provide exceptional customer service and maintain positive relationships with stakeholders across multiple organizations.
Qualifications
Required
- 3+ years of Executive Assistant, Administrative Coordinator, or senior-level administrative support experience.
- Experience supporting Directors, Senior Leadership, Executives, or Faculty Leaders.
- Strong calendar management and meeting coordination experience.
- Experience managing travel arrangements and expense reporting.
- Excellent organizational, communication, and problem-solving skills.
- Ability to work independently, prioritize competing demands, and exercise sound judgment.
- Proficiency with Microsoft Office Suite, Outlook, and scheduling tools.
Preferred
- Experience supporting leadership within higher education, healthcare, research, biotechnology, or nonprofit organizations.
- Experience coordinating activities across multiple time zones and international stakeholders.
- Familiarity with Google Workspace, SharePoint, Box, or similar document management systems.
- Experience working in a fast-paced, high-visibility environment.
What We’re Looking For
The ideal candidate is a confident and proactive professional who can manage multiple priorities with minimal supervision. This individual should be highly organized, detail-oriented, and comfortable supporting a busy executive in a dynamic environment. Success in this role requires strong communication skills, excellent judgment, and the ability to anticipate needs before they arise.
This is an outstanding opportunity for someone looking to make an impact within a prestigious organization while gaining exposure to senior leadership and a globally connected research community.
How to apply.
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