Executive Assistant, Senior Leaders - Vanderbilt University

The Executive Assistant position will provide high-level communication, project, and organizational assistance within Development and Alumni Relations (DAR).



The Executive Assistant will be responsible for, and serve as primary contact, to both internal and external constituents, prioritize and handle requests on behalf of the assigned executive(s). This position is expected to exercise discretion regarding the confidential nature of prospect and donor information and ongoing departmental initiatives.



The Department of Development and Alumni Relations (DAR) assists Vanderbilt University in securing the resources, both human and financial, that are required to achieve its mission and goals. The Department is responsible for the identification, cultivation, solicitation, and stewardship of individuals and organizations whose charitable objectives are consistent with those of Vanderbilt University’s teaching and research programs. You can visit our website for more information: https://www.vanderbilt.edu/dar/



Duties and Responsibilities



Reporting to the Director of Administrative Services, this position will be part of the Development Administrative Services team and will be responsible for providing high-level support for the assigned team. This position also serves as a backup for other members of the development administrative support team as needed.





+ Identify requests and determine viable solutions prior to presenting requests to the assigned executive(s).



+ Independently draft professional memos and correspondence, and/or proofread correspondence.



+ Provide a considerable amount of confidential and sensitive information in support of departmental activities.



+ Create and maintain data and records (per department and University guidelines) to document financial, planning, correspondence, procedures, processes, metrics, and other information necessary to reflect departmental activities.



+ Assure quality, consistency, and effectiveness of all communications.



+ Deliver timely reminders concerning deadlines.



+ Prepare power point presentations and other meeting deliverables.





Scheduling:





+ Schedule meetings and handle all logistics, including communications with staff, planning and distribution of agenda, and conference room set up.



+ Plan and schedule work priorities in accordance with project goals, objectives, and deadlines.



+ Manage busy and shifting calendars for the assigned executive(s), including scheduling, and coordinating meetings, conferences, and interviews while applying good judgement in determining priorities.



+ Research topics and issues and compiles meeting materials and/or reports as needed for the team.



+ Responsible for coordinating travel arrangements, including all logistics; utilizing Concur travel system or other travel options when appropriate and approved.





Events/Meetings





+ Work with the DAR Development Event team on logistics for events sponsored by or involving executive.



+ Identify, research, and select the facilities necessary for meetings, working with the DAR Development Events team when appropriate.



+ Prepare detailed agendas for executive’s meetings, coordinate with attendees to gather necessary materials, and ensure follow-up on action items by tracking progress and providing reminders to relevant stakeholders.



+ Design and prepare PowerPoint presentations for executive’s meetings, including gathering content, creating visual aids, and ensuring that presentations are clear, professional, and effectively communicate key messages.





Budget:





+ Manage travel reimbursements though the Concur travel system.



+ Monitor monthly budget report.



+ Procurement of services, supplies, and equipment, according to University Purchasing policies and guidelines.



+ Assist with the review of vendor contracts, if applicable.





Projects:





+ Anticipate needs of the leadership team and provide appropriate resources for resolution.



+ Creation of agendas, PowerPoints, and drafting of content for messages and announcements.



+ Maintain an in-depth understanding, interpretation, and applicability of university policies and procedures as a departmental resource.



+ Work on high-level projects as assigned and be independently empowered to make decisions to resolve problems brought forth.



+ Collaborate closely with executive to device strategies that will contribute to the continuous improvement of their respective area.



+ Collect, track, and create reports on metrics and data measuring success levels for key initiatives.



+ Coordinate the end-of-fiscal year performance evaluation process for assigned leader.



+ Review, analyze, and research trends and recommend strategies to support decision making process.



+ Assist in managing workflow and office operations.



+ Follow up with problem resolution for the team.



+ Manage and compile ad hoc data for special projects and/or reports as needed.



+ Provide input into the establishment of departmental goals and objectives.



+ Serves as a resource for general inquiries from DAR staff.



+ Other duties as assigned.





Supervisory Relationships:



This position does not have supervisory responsibility. This position reports administratively to the Director of Support Operations and functionally to the assigned executive(s).



Work environment: Hybrid role based in Nashville – in the office approximately 1 day per week depending on business needs.



Qualifications





+ Bachelor’s degree, or the equivalent, is required.



+ Five years of relevant experience, or the equivalent, is required.



+ Superior verbal and written communication skills are required.



+ Ability to exercise good judgment in the handling of confidential information.



+ Ability to use current computer technology, such as MS Windows, Excel, Word, PowerPoint, etc.



+ Capacity to learn how to navigate Vanderbilt’s donor management system, including running reports, tracking activity, inputting contact reports, etc.



+ The ideal candidate will be a highly motivated, professional team player with courteous interpersonal skills and an excellent customer service attitude.



+ Candidate must also have the capacity to perform in an intellectually rigorous and complex academic environment.



+ The ability to apply sound judgment in all situations is required, as are excellent organizational skills with a meticulous attention to detail.



+ Ability to work independently, take initiative, manage multiple projects simultaneously, meet deadlines, and adapt to changing priorities are essential.



+ Values the importance of equity as an organizational operating principle and is committed to equity, diversity, and inclusion.





Commitment to Equity, Diversity, and Inclusion



At Vanderbilt University, we are intentional about and assume accountability for fostering advancement and respect for equity, diversity, and inclusion for all students, faculty, and staff. Our commitment to diversity makes us who we are. We have created a community that celebrates differences and lets individuality thrive. As part of this commitment, we actively value diversity in our workplace and learning environments as we seek to take advantage of the rich backgrounds and abilities of everyone. The diverse voices of Vanderbilt represent an invaluable resource for the University in its efforts to fulfill its mission and strive to be an example of excellence in higher education.



Vanderbilt University is an equal-opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or status as a protected veteran, or any other characteristic protected by law.



Please note, all candidates selected for an offer of employment are subject to pre-employment background checks, which may include but are not limited to, based on the role for which they have been selected: criminal history, education verification, social media review, motor vehicle records, credit history, and professional license verification.


Commitment to Equity, Diversity, and Inclusion At Vanderbilt University, we are intentional about and assume accountability for fostering advancement and respect for equity, diversity, and inclusion for all students, faculty, and staff. Our commitment to diversity makes us who we are. We have created a community that celebrates differences and lets individuality thrive. As part of this commitment, we actively value diversity in our workplace and learning environments as we seek to take advantage of the rich backgrounds and abilities of everyone. The diverse voices of Vanderbilt represent an invaluable resource for the University in its efforts to fulfill its mission and strive to be an example of excellence in higher education. Vanderbilt University is an equal opportunity, affirmative action employer. Women, minorities, people with disabilities, and protected veterans are encouraged to apply.