Executive Coordinator
About The Position
The Division of Real Estate, Facilities and Development (REFD) manages a budget exceeding $150 million in operating expenses and includes 600 employees. REFD manages major capital project expenditures totaling ~$300 million annually and facility renewal, replacement and large maintenance project expenditures totaling ~$20 million annually. The Business Operations Center (BOC) provides support to the division, specifically regarding the areas of Finance, Employee Relations, Systems, Communications and General Administration. REFD departments include BOC, Maintenance & Operations (VUMO), Planning, Design, and Construction (PDC), Real Estate, and Environmental Health, Safety and Sustainability (EHSS). As the Executive Coordinator, you will join the Vanderbilt REFD team located in Nashville, TN. This individual will join Vanderbilt University REFD as VU embarks on the most dynamic growth and development phase of its long and remarkable history. The Executive Coordinator primarily supports the Vice Chancellor for REFD’s leadership team, primarily the Assistant Vice Chancellors for VUMO and PDC and Executive Directors of BOC and Real Estate, acting as an operational partner to leadership, ensuring priorities are advancing and initiatives are . This includes project meeting coordination, calendar management, executive assistance, and project assistance as needed.
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, 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, performs transactions reconciliation, and completes timely expense reports.
- Manage and strategically prioritize leadership team calendars to align with evolving priorities and organizational goals. Evaluate purpose of meeting 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.
- Serves as backup as needed when other administrative staff are out of office.
- Assists with recruitment searches, travel, and interview schedules.
- Provide departmental project management and support as needed.
- Prepare presentation materials, particularly cross-functional efforts to ensure alignment and timely execution.
- Support development and tracking of dashboards, trackers, and reporting mechanisms.
- Prepare internal departmental documents as needed, including policies, procedures, employee handbooks and more.
- Demonstrate the ability to handle confidential and sensitive information with discretion.
- Assist BOC Administrative team with events, including luncheons, breakfasts, off-site retreats, etc.
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What This Job Offers
Job Type
Full-time
Career Level
Executive
