Executive Assistant

Vanderbilt University•Nashville, TN

23d•Onsite

About The Position

The Executive Assistant is a key team member within the Office of the Chancellor at Vanderbilt University, directly reporting to the Chief of Staff. The role encompasses various responsibilities, including managing calendars, assisting with email correspondence and briefings, organizing meetings, and booking travel arrangements. The Executive Assistant also undertakes a range of general administrative tasks that contribute to the efficient operation of the Chancellor's Office. They 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. The Office of the Chancellor at Vanderbilt University serves as an institutional catalyst to accelerate and execute the university’s mission. The unit is dedicated to realizing the University’s vision through effective management and strategic initiatives. The unit reflects the core values and mission of the university, addressing complex issues across the institution and collaborating closely with the Board of Trust and Vice Chancellors.

Requirements

A bachelor’s degree from an accredited institution is necessary
A minimum of 8 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, 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

Experience with project management or CRM software such as Trello or Salesforce is preferred

Responsibilities

Support the needs of the senior leadership team by managing schedules and coordinating resources.
Welcome guests and staff the front desk of the Chancellor's suite.
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 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.
Assist with incoming communications and delegate responses as appropriate.
Perform other duties as assigned.