Executive Coordinator

Vanderbilt University • Nashville, TN

2d • Onsite

About The Position

The Division of Real Estate, Facilities and Development (REFD) manages significant operating expenses and capital project expenditures. The Business Operations Center (BOC) provides support to the division in areas of Finance, Employee Relations, Systems, Communications, and General Administration. The Executive Coordinator will support the Vanderbilt REFD team, specifically the Vice Chancellor for REFD’s leadership team, including the Assistant Vice Chancellors for VUMO and PDC and Executive Directors of BOC and Real Estate. This role acts as an operational partner to leadership, ensuring priorities are advancing and initiatives are executed. Responsibilities include project meeting coordination, calendar management, executive assistance, and project assistance. The ideal candidate is organized, team-oriented, proactive, and comfortable managing multiple priorities in a fast-paced environment. Key functions include preparing leaders for meetings, synthesizing discussions into action items, assisting with travel and expense reports, managing complex calendars, coordinating meetings, preparing presentation materials, and providing project coordination support. The role also involves assisting the BOC Administrative team with events and handling confidential information with discretion.

Requirements

• Working knowledge of Outlook, Word, Excel, Adobe Acrobat and general web-based systems is required.
• Strong organizational skills, with an emphasis on managing multiple tasks and proven capability to meet deadlines is required.
• Effective oral and written communication skills is required.
• Excellent interpersonal skills are required.

Nice To Haves

• A bachelor’s degree from an accredited institution of higher education is preferred.
• At least four years relevant experience is strongly preferred.
• Experience managing multiple calendars and/or complex calendars is preferred.

Responsibilities

• Proactively prepare leaders for upcoming meetings by anticipating needs, identifying gaps, and ensuring materials are prepared and distributed.
• Synthesize meeting discussions into clear next steps, tracking action items, and following up independently or ensuring follow-up occurs.
• Assist with travel bookings via Concur system and processing expense reports within Oracle Cloud.
• Act as OneCard trustee, perform transactions reconciliation, and complete timely expense reports.
• Manage and strategically prioritize leadership team calendars to align with evolving priorities and organizational goals.
• Evaluate the purpose of meetings and proactively ensure the correct participants and materials are present.
• Coordinate complex and large meetings across internal university stakeholders and external stakeholders.
• Anticipate scheduling challenges and conflicts and work to proactively resolve them.
• Serve as backup as needed when other administrative staff are out of office.
• Assist with recruitment searches, travel, and interview schedules.
• Provide departmental project management and support as needed.
• Prepare presentation materials, particularly for cross-functional efforts to ensure alignment and timely execution.
• Support the development and tracking of dashboards, trackers, and reporting mechanisms.
• Prepare internal departmental documents as needed, including policies, procedures, and employee handbooks.
• Handle confidential and sensitive information with discretion.
• Assist the BOC Administrative team with events, including luncheons, breakfasts, and off-site retreats.

What This Job Offers

• Job Type: Full-time
• Career Level: Executive