Executive Assistant chez Vanderbilt University

The Executive Assistant is a key team member within the Office of the Vice Chancellor for Real Estate Facilities and Development at Vanderbilt University, directly reporting to the Chief of Staff to the Vice Chancellor. The role encompasses various responsibilities including managing calendars, assisting with email correspondence, 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 Vice 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. Anticipating the daily needs of the Vice Chancellor, they work independently with minimal supervision in an entrepreneurial environment with multiple, and sometimes, competing priorities. This is a full-time, on-campus, benefits-eligible position that requires a dedicated individual who thrives in a collaborative and dynamic work environment.
About the Work Unit:
The Office of the Vice Chancellor for Real Estate Facilities and Development at Vanderbilt University is committed to upholding the University's vision by excelling in management, strategic initiatives, and operational success. The unit embodies the core values and mission of the university, working closely with key stakeholders to address complex issues that span across the University and its affiliates as well as coordinating with the Board of Trustees on complex and cross-institutional issues. Each member of the team is crucial to strategically managing growth, optimizing campus resources and ensuring that infrastructure supports Vanderbilt’s evolving academic and research needs and its vision to become the world’s best-run university. The team supports Vice Chancellor, Associate Vice Chancellor(s) and Executive Director(s) in managing the university's real estate, facilities, development, planning and operations, liaising with affiliates, and collaborating with the other Vice Chancellors, the Chancellor, and the Board of Trustees on multidimensional, university-wide concerns.
Key Functions and Expected Performance:
• Support the needs of the senior leadership team by managing schedules, appointments, and applicable logistics for on-site or remote meetings, compiling meeting materials, and coordinating resources.
• Welcome guests and staff at the front desk of the Vice Chancellor's suite as needed.
• Assist the Chief of Staff with incoming communications and delegate responses as appropriate.
• Answer and route phone calls, mail, and e-mail messages, and may handle a wide range of information dissemination.
• Address confidential information appropriately and interface professionally with senior executives and external parties.
• In close coordination with the Chief of Staff, manage and oversee the preparation of daily briefings that include, but are not limited to, historical background, biographies, and talking points.
Job responsibilities listed herein are intended to be a thorough representation of the duties, responsibilities, expectations, and qualifications for this specific role
at the time of hire, but should not be considered all-encompassing as actual responsibilities may evolve to include additional duties as assigned based on
organizational and operational needs.

Position Description

• Engage with internal and external entities to track projects, arrange meeting/event details and communications, and ensure well-organized outcomes.
• Record minutes and document important points and actions from staff meetings.
• Understand and utilize office technologies effectively. Stay up to date on new technologies including virtual conferencing tools (e.g., Zoom) and AI tools.
• Manage office administration tasks such as ordering supplies, scheduling rooms, and arranging mailings.
• Arrange travel plans for the senior leadership team and external guests, including accommodations and transportation, and process expense reports for the senior leadership team.
• Maintain electronic and hard copy filing systems in accordance with Vanderbilt University Records Retention policies.
• Assist with process improvements within the office to improve effectiveness and resource management.
• Perform other duties as assigned.

Supervisory Relationships:
This position does not have supervisory responsibility, this position reports administratively and functionally to the Chief of Staff to the Vice Chancellor for Real Estate Facilities and Development.

Education and Certifications
• A high school diploma, GED, or equivalent professional experience is necessary.
• A bachelor’s degree from an accredited institution is preferred.
Experience and Skills:
• 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, is required.
• Experience with project management or CRM software such as Trello or Salesforce is preferred.
• 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 an efficient work ethic in a fast-paced environment are required.
• Excellent interpersonal communication skills and the ability to work with diverse audiences are required.

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