Executive Associate
Yale University, New Haven, CT, United States
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Overview The Administrative Associate provides essential administrative support to ensure effective execution of programs, processes, and workflows in assigned areas. Reporting to senior leadership or project directors, the role contributes to meeting organizational goals and objectives through tasks such as scheduling, data collection, project management, and communication. Responsibilities include coordinating meetings and conferences, managing calendars, processing expense reports, maintaining records, and ensuring compliance with organizational policies. The Administrative Associate works collaboratively with faculty, staff, and external stakeholders, demonstrating attention to detail, organizational skills, and the ability to prioritize tasks in a dynamic environment. The role also involves handling sensitive information, supporting grant‑funded research projects, and contributing to a diverse and inclusive workplace.
Position Focus The Wu Tsai Institute is a university‑wide initiative with the mission to understand human cognition and explore human potential by sparking interdisciplinary inquiry. Launched by the Provost’s office as one of Yale’s science priorities, the Institute recruits faculty, offers postdoctoral and graduate fellowships, operates shared facilities, provides mentorship and professional development, hosts community events, and supports moonshot projects. The Institute prioritizes mission‑driven research that bridges biological, psychological, and computational disciplines to advance a more integrated understanding of the mind and brain. The Institute’s faculty and staff aim to connect this understanding with other sectors of society to gain insight into the broader use and impact of research. Reporting to the Managing Director and working closely with the faculty leadership of the Institute, the Executive Associate provides centralized support for projects of high institutional priority, including but not limited to faculty hiring, governance, and committee meetings. Provides executive assistance and calendar management for senior faculty leaders. Represents the Office of the Institute Director in administrative tasks with multiple offices, departments, and schools across the University as well as with external groups including security teams, media, and corporate entities. Supports guest speakers’ travel and scheduling and assists with planning and hosting signature events. The incumbent possesses a high degree of familiarity with the Institute’s mission and goals to effectively execute, position, and represent the Institute’s activities.
Required Skills And Abilities
Proven proficiency in executing on multiple and overlapping projects, working with high‑level managers or executives. Ability to prioritize, meet multiple deadlines, and resolve complex issues using good judgment. Ability to work under pressure and with interruptions.
Well‑developed written and verbal communication. Prepare and format reports and/or presentation material. Ability to maintain strict confidentiality and deal in a sensitive manner with diverse groups of people with matters requiring discretion and good judgment. Ability to interact personably and professionally with groups and senior stakeholders to carry out Institute business.
Ability to arrange travel and visit schedules for guests. Coordinate with a range of departments and offices to organize and carry out the visit schedule.
Organize and support high‑level meetings and manage complex calendars. Ability to organize senior stakeholder meetings with extreme tact and attention to detail. Availability when needed for urgent matters, occasionally in the evenings or on weekends.
Proficiency with office applications (e.g. Word, Excel, PowerPoint), calendaring software (e.g. Outlook, Doodle), communication platforms (e.g. Slack, Zoom), and file sharing (e.g. OneDrive, Google Drive). Ability to learn new applications for managing workflows, including software systems specific to Yale.
Preferred Skills And Abilities
Experience in an academic or research setting, with knowledge of grant‑funded project management.
Bachelor's degree or higher in a related field.
Familiarity with data management and web programming tools (e.g. Qualtrics, Google Suite, database systems).
Experience in social media management, website development, and using software such as Adobe Photoshop.
Prior experience with executive‑level administrative support or specialized program coordination.
Preferred Education And Experience Bachelor’s Degree. Experience working in a complex, fast‑paced organization, with multiple stakeholder groups. History of managing calendars of senior personnel and coordinating complex calendaring requests. Past work in academic research environments a plus.
Principal Responsibilities
Administers a department program, processes and/or workflows. Aligns with department mission and goals. Works closely with department leadership and colleagues to help ensure success. Develops activities, monitors effectiveness, and identifies potential areas of improvement or change.
Manages administration including use of resources.
Conducts outreach and communications as needed.
Performs other duties as assigned. Required Education and Experience: Bachelor's degree and one year of related experience or an equivalent combination of education and experience.
Job Details
Job Posting Date: 03/16/2026
Job Category: Professional
Bargaining Unit: NON
Compensation Grade: Administration & Operations
Compensation Grade Profile: Associate (P4)
Salary Range: $55,000.00 - $85,000.00
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 Salary offers are determined by a candidate’s qualifications, experience, skills, and education in relation to the position requirements, along with the role’s grade profile and current internal and external market conditions.
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.
Equal Opportunity Statement 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.
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Overview The Administrative Associate provides essential administrative support to ensure effective execution of programs, processes, and workflows in assigned areas. Reporting to senior leadership or project directors, the role contributes to meeting organizational goals and objectives through tasks such as scheduling, data collection, project management, and communication. Responsibilities include coordinating meetings and conferences, managing calendars, processing expense reports, maintaining records, and ensuring compliance with organizational policies. The Administrative Associate works collaboratively with faculty, staff, and external stakeholders, demonstrating attention to detail, organizational skills, and the ability to prioritize tasks in a dynamic environment. The role also involves handling sensitive information, supporting grant‑funded research projects, and contributing to a diverse and inclusive workplace.
Position Focus The Wu Tsai Institute is a university‑wide initiative with the mission to understand human cognition and explore human potential by sparking interdisciplinary inquiry. Launched by the Provost’s office as one of Yale’s science priorities, the Institute recruits faculty, offers postdoctoral and graduate fellowships, operates shared facilities, provides mentorship and professional development, hosts community events, and supports moonshot projects. The Institute prioritizes mission‑driven research that bridges biological, psychological, and computational disciplines to advance a more integrated understanding of the mind and brain. The Institute’s faculty and staff aim to connect this understanding with other sectors of society to gain insight into the broader use and impact of research. Reporting to the Managing Director and working closely with the faculty leadership of the Institute, the Executive Associate provides centralized support for projects of high institutional priority, including but not limited to faculty hiring, governance, and committee meetings. Provides executive assistance and calendar management for senior faculty leaders. Represents the Office of the Institute Director in administrative tasks with multiple offices, departments, and schools across the University as well as with external groups including security teams, media, and corporate entities. Supports guest speakers’ travel and scheduling and assists with planning and hosting signature events. The incumbent possesses a high degree of familiarity with the Institute’s mission and goals to effectively execute, position, and represent the Institute’s activities.
Required Skills And Abilities
Proven proficiency in executing on multiple and overlapping projects, working with high‑level managers or executives. Ability to prioritize, meet multiple deadlines, and resolve complex issues using good judgment. Ability to work under pressure and with interruptions.
Well‑developed written and verbal communication. Prepare and format reports and/or presentation material. Ability to maintain strict confidentiality and deal in a sensitive manner with diverse groups of people with matters requiring discretion and good judgment. Ability to interact personably and professionally with groups and senior stakeholders to carry out Institute business.
Ability to arrange travel and visit schedules for guests. Coordinate with a range of departments and offices to organize and carry out the visit schedule.
Organize and support high‑level meetings and manage complex calendars. Ability to organize senior stakeholder meetings with extreme tact and attention to detail. Availability when needed for urgent matters, occasionally in the evenings or on weekends.
Proficiency with office applications (e.g. Word, Excel, PowerPoint), calendaring software (e.g. Outlook, Doodle), communication platforms (e.g. Slack, Zoom), and file sharing (e.g. OneDrive, Google Drive). Ability to learn new applications for managing workflows, including software systems specific to Yale.
Preferred Skills And Abilities
Experience in an academic or research setting, with knowledge of grant‑funded project management.
Bachelor's degree or higher in a related field.
Familiarity with data management and web programming tools (e.g. Qualtrics, Google Suite, database systems).
Experience in social media management, website development, and using software such as Adobe Photoshop.
Prior experience with executive‑level administrative support or specialized program coordination.
Preferred Education And Experience Bachelor’s Degree. Experience working in a complex, fast‑paced organization, with multiple stakeholder groups. History of managing calendars of senior personnel and coordinating complex calendaring requests. Past work in academic research environments a plus.
Principal Responsibilities
Administers a department program, processes and/or workflows. Aligns with department mission and goals. Works closely with department leadership and colleagues to help ensure success. Develops activities, monitors effectiveness, and identifies potential areas of improvement or change.
Manages administration including use of resources.
Conducts outreach and communications as needed.
Performs other duties as assigned. Required Education and Experience: Bachelor's degree and one year of related experience or an equivalent combination of education and experience.
Job Details
Job Posting Date: 03/16/2026
Job Category: Professional
Bargaining Unit: NON
Compensation Grade: Administration & Operations
Compensation Grade Profile: Associate (P4)
Salary Range: $55,000.00 - $85,000.00
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 Salary offers are determined by a candidate’s qualifications, experience, skills, and education in relation to the position requirements, along with the role’s grade profile and current internal and external market conditions.
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.
Equal Opportunity Statement 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.
#J-18808-Ljbffr