Executive Assistant to the Vanderbilt Enterprises, CEO

Vanderbilt University•Nashville, TN

2d•Onsite

About The Position

The Executive Assistant to the Vanderbilt Enterprises, CEO is a key member within the Vanderbilt Enterprises team, directly reporting to Vanderbilt Enterprises, CEO. The role encompasses various responsibilities including calendar management, email correspondence, meetings coordination, creation of briefings and presentation materials, and travel booking. The Executive Assistant to the Vanderbilt Enterprises, CEO also undertakes a range of general administrative tasks that contribute to the efficient operation of Vanderbilt Enterprises. This team member will handle confidential materials with discretion and communicate with various levels of university staff, playing a critical role in supporting the administrative functions and strategic initiatives of the university. This is a full-time, on-campus, benefits-eligible position that requires a dedicated individual who thrives in a collaborative and dynamic work environment.

Requirements

A high school diploma, GED, or equivalent professional experience is necessary.
A minimum of 5 years of administrative or Executive Assistant experience is required.
Proven experience in calendar and schedule management is required.
Strict adherence to confidentiality and professional ethics is required.
Precise attention to detail is necessary.
Proficiency in Microsoft Office, especially Outlook and Excel, is required.
Proficiency in Apple Keynote is required.
Ability to collaboratively work in a team is required.
Adaptability and eagerness to engage with new skills and support change when needed are required.
Proactive multitasking and efficient work ethic in a fast-paced environment are required.
Excellent interpersonal communication skills and the ability to work with diverse audiences are required.

Nice To Haves

A bachelor’s degree from an accredited institution is preferred.
Experience with project management or CRM software such as Trello or Salesforce is preferred.

Responsibilities

Manage schedule for Vanderbilt Enterprises, CEO and coordinates resources.
Welcome guests.
Address confidential information appropriately and interface professionally with senior executives and external parties.
Assist with process improvements within the office to improve effectiveness and resource management.
Engage with different departments to track projects and ensure well-organized outcomes.
Understand and utilize office technologies effectively. Stay up-to-date on new technologies including AI tools.
Maintain electronic and hard copy filing systems in accordance with Vanderbilt University Records Retention policies.
Cooperate with university staff to deliver organized administrative support.
Record minutes and document important points and actions from staff meetings.
Manage office administration tasks such as ordering supplies, scheduling rooms, and arranging mailings.
Arrange travel plans for Vanderbilt Enterprises, CEO and external guests, including accommodations and transportation, and process expense reports.
Coordinate with various university offices and external entities for scheduling meetings.
Prioritize and arrange meeting details, communication, and events.
Prepare meeting materials and manage logistics for on-site or remote meetings, using technologies like Zoom and Teams.
Assist with incoming communications and handle responses as appropriate.
Perform other duties as assigned.