Senior Administrative Assistant, Yale Conferences & Events

Yale University is a world-renowned Ivy League institution located in New Haven, Connecticut, known for its commitment to academic excellence, groundbreaking research, and vibrant community engagement. Beyond its educational mission, Yale is dedicated to creating a dynamic work environment where diversity, equity, and inclusion are valued. The university provides myriad opportunities for professionals to contribute their skills and grow in a supportive setting. Additionally, Yale promotes local hiring initiatives such as the New Haven Hiring Initiative to foster community development and inclusive economic growth. The Senior Administrative Assistant (SAA) role within Yale Conferences and Events (YC&E) is a critical administrative position that supports this high-volume, fast-paced department. Reporting directly to the Director of YC&E, the SAA serves as the first point of contact for both internal teams and external clients, providing front-of-house customer service via email and phone. This role demands strong organizational, communication, and financial acumen to ensure smooth office operations and successful event execution. The SAA manages day-to-day office functions, supports financial transactions including Workday input and p-card expense reports, and coordinates travel arrangements for YC&E staff and clients. The position offers an hourly wage of $31.05 and is based at 55 Whitney Avenue in New Haven, CT. It is a full-time staff role within the Administrative Support job category, operating under the L34 bargaining unit at Labor Grade D. A key part of the SAA's responsibilities involves supporting the summer team, coordinating tasks to optimize participant, client, and internal staff experiences. The ideal candidate will possess six years of related work experience or an equivalent educational background, with strong familiarity in software systems such as Salesforce, Cvent, When I Work, Trello, Microsoft Office, and Workday. The ability to juggle multiple priorities in a dynamic environment, maintain confidentiality, and deliver excellent customer service is essential. This role also includes financial oversight duties such as monitoring expenditures and reconciling statements, as well as editorial responsibilities like proofreading and coordinating publication materials. Other core duties include coordinating office procedures, managing support staff activities, organizing supplies and facility needs for events, taking minutes, and facilitating communication among various university departments. This position supports various administrative aspects of Yale Conferences and Events, ensuring seamless coordination of events ranging from academic symposia to large-scale conferences. The SAA position is integral to maintaining Yale's standard of excellence in administrative support and event management. Candidates must successfully pass a pre-employment background check and comply with any health requirements as outlined by university policy. Yale University is proud to provide an inclusive work environment free from discrimination and to maintain a tobacco-free campus. Overall, this role offers a unique opportunity to be part of one of the world’s leading academic institutions, contributing directly to the continued success of Yale’s conferences and events operations while engaging with a broad spectrum of faculty, staff, students, and external partners.

• high school diploma or equivalent
• four years of related work experience in the same job family at the next lower level or associate's degree with related work experience or bachelor's degree with little or no work experience
• ability to manage multiple priorities and meet deadlines
• strong interpersonal skills
• proficiency in administrative and financial software
• ability to maintain confidentiality
• ability to learn new technologies quickly
• capability to work in a fast-paced environment