Executive Assistant

Position Summary: The Executive Assistant is an essential and highly valued member of the College of Connected Computing (CCC) at Vanderbilt University, reporting directly to the inaugural Dean. This role is critical to the effective functioning and success of the Dean's Suite, providing high-level support to office leadership and serving as the primary liaison for internal and external stakeholders. The Executive Assistant ensures the smooth operation of the Dean's office, managing daily administrative activities with precision and efficiency. Core responsibilities include high-level communication, task coordination, and clerical support. The role also encompasses general administrative duties essential to the office's daily workflow, such as procurement, receiving and managing deliveries, and preparing and submitting expense reports. Additionally, this role requires handling sensitive and confidential information with the utmost professionalism and discretion. Acting as a trusted partner to CCC leadership, the Executive Assistant prioritizes and manages requests, including scheduling, email coordination, meeting planning, and travel arrangements. Collaboration is a key aspect of this role, involving close interaction with the Office of the Vice Provost of Special Initiatives (OVPSI) and its leadership team. This full-time, on-campus position is benefits-eligible and ideal for a dedicated professional who thrives in a collaborative and dynamic environment. The ideal candidate will possess exceptional organizational skills, the ability to multitask effectively, and a proactive approach to problem-solving. The Executive Assistant's contributions are pivotal to advancing the administrative functions and strategic initiatives of the CCC, making this position integral to the College's success. About Vanderbilt University: Vanderbilt is a renowned private institution founded in 1873 located a little more than a mile from downtown Nashville, TN. The university's students, faculty, staff and visitors frequently cite Nashville as one of the perks of Vanderbilt. VU is a place where your expertise will be valued, your knowledge expanded, and your abilities challenged. It is a place where your diversity is sought and celebrated. It is a place where employees know they are part of something that is bigger than themselves, take exceptional pride in their work and never settle for what was good enough yesterday.  About the College of Connected Computing: To provide more students with the skills and credentials needed in a society shaped by technology, Vanderbilt is establishing the College of Connected Computing, the university's first new college in 40 years. The new, interdisciplinary college will advance breakthrough discoveries and strengthen computing education for every one of our students through a "computing for all" approach.  The College of Connected Computing's teaching and research in AI, data science and other disciplines will advance those fields and support students and faculty in every one of Vanderbilt's schools and colleges. Through the College of Connected Computing, every student and faculty member will have the opportunity to develop fluency in today's essential technology and to use it to excel in any area they are studying. Key Functions: Administrative Support:  Provide comprehensive administrative support to the Dean's Suite, including managing calendars, organizing meetings, and handling email correspondence. Daily Preparation:  Draft summaries and briefing materials for leaders within the CCC.  Stakeholder Engagement:  Serve as the primary point of contact and maintain open lines of communications with different departments and external entities. Logistical Coordination:  Assist in coordinating logistics for events, meetings, and travel, including arranging all necessary accommodations for the activity. Confidentiality:  Handle sensitive and confidential information as necessary. Office Management:  Oversee general office management and clerical tasks such as copying, printing documents, maintaining office supplies, and filing records according to university policies. Communication:  Draft, proofread, and disseminate professional correspondence and communications to internal and external constituents . Administrative Reporting:  Prepare and submit expense reports, manage procurement, and sign for deliveries. Cross-Department Collaboration:  Collaborate closely with the Office of the Vice Provost of Special Initiatives (OVPSI), working alongside its leadership team to support shared goals and priorities. Professional Service:  Greets visitors and guests to the Office of the Provost and provides the highest level of professional service.  Other Duties:  Perform other duties as assigned, ensuring flexibility and adaptability in supporting the Vice Provost and the office's dynamic needs. What We're Looking For Exceptional organizational and multitasking abilities. A proactive mindset and strong problem-solving skills. Excellent communication and interpersonal skills. A commitment to professionalism, discretion, and delivering high-quality work. Advanced proficiency in Microsoft Outlook for calendaring is required. Proficiency in Microsoft Office (Word, Excel, PowerPoint) is required. Proven ability to work independently and collaboratively in a team setting. Excellent verbal, written, and visual communication skills. Ability to handle confidential information with discretion. Experience with records maintenance or archival practices is preferred. An associate or bachelor's degree from an accredited institution of higher education is preferred.  What You'll Gain This full-time, on-campus role offers a unique opportunity to be part of the inaugural CCC team, shaping the future of Vanderbilt's newest college. As a benefits-eligible position, you'll join a supportive and forward-thinking community where your contributions will directly impact the College's strategic initiatives and administrative excellence. Education Requirements : At least 8 years of directly comparable experience is preferred.  At least 5 years of directly comparable experience is required.  Commitment to Equity, Diversity, and Inclusion At Vanderbilt University, we are intentional about and assume accountability for fostering advancement and respect for equity, diversity, inclusion and belonging for all students, faculty and staff. Our commitment to diversity makes us who we are.  We have created a community that acknowledges and celebrates distinct lived experiences 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 capabilities 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, people of color, people with disabilities and protected veterans are encouraged to apply. 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. #VUCLO PandoLogic. Category:Administrative, Keywords:Executive Secretary, Location:Nashville, TN-37203

Created: 2025-01-23