Executive Assistant

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Position Summary:

The Executive Assistant position will provide high-level communication support, project management, 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, prioritizing and handling 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.   

About the Work Unit:

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/

Key Functions and Areas of Responsibility:

Reporting to the Director Administrative and Facility Services, this position will be part of the administrative support team and will be responsible for providing high-level support to Assistant Vice Chancellor, Development Communications, Internal Communications and Services, and Executive Director, Donor Relations and Events. This position also serves as a backup for other members of the administrative support team as needed.

• Independently draft and proofread professional memos, emails, and other correspondences, while processing and monitoring responses to broadcast emails related to projects led by the Communications team.

• Provide a considerable amount of confidential and sensitive information in support of departmental activities.
• Maintain organized systems for files, records, and documentation to support team efficiency and continuity in accordance with department and University guidelines.
• Record donor interactions, including communications and meetings in VandyQuest (VQ) to ensure accurate tracking of engagement history; run and analyze reports from VQ to support data-informed outreach and stewardship.
• Identify requests and determine viable solutions prior to presenting requests to assigned executive(s).
• Coordinate with internal teams and external contacts to ensure quality, consistency, effectiveness, and timely communication and follow-through on requests.

• Assist with various administrative elements of the Communication team’s issues management and crisis communication process.

• Track action items and follow up as needed to ensure completion of tasks and next steps.

• Prepare PowerPoint presentations, talking points, 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 complex and shifting calendars for the assigned executive(s), while exercising sound judgment in prioritizing requests and resolving conflicts.
• Research topics and issues and compile meeting materials, action item lists, and/or reports as needed for the assigned teams.
• Coordinate travel arrangements, including all logistics; utilizing Concur travel system or other travel options when appropriate and approved

Events/Meetings:

• Coordinate meeting agendas and materials, calling for agenda items, providing agendas one day in advance, and taking meeting notes and distributing to attendees. 
• Work with the DAR Development Events team on logistics for events sponsored by or involving executive(s).
• Identify, research, and select the facilities necessary for meetings, working with the DAR Development Events team when appropriate.
• Plan and coordinate Communications team retreat(s), 1-2 times per year. 

Budget:

• Manage expense reimbursements through Oracle.
• Monitor budget reports, team expenditures, and Communications freelance budget balance.

• Handle procurement of services, supplies, and equipment, and entering purchase orders, according to University Purchasing policies and guidelines, while monitoring stock levels of one-pagers and other materials and assisting with reordering as necessary.

• Assist with the review of vendor contracts, as applicable. Assist with the review of vendor contracts and ensure compliance with Vanderbilt guidelines, including obtaining multiple quotes, completing the Professional Services Request and Supplier Justification forms, as applicable.

Projects:

• Follow up with problem resolution for teams.
• Anticipate needs of the leadership team and provide appropriate resources for resolution.
• 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.
• Assist, as necessary, with managing teams’ presence on the DAR intranet. 

• Assist with compiling submitted content for DAR All Hands newsletter.

• Develop a working knowledge of the Wrike project management system in order to provide back up support to team members by entering new tasks and updating project information.
• Track Communications proposal closures in VandyQuest and document the requested vs. received amounts in the Communications project management system (Wrike). 
• Collaborate closely with executives to devise strategies that will contribute to the continuous improvement of their respective areas.
• Collect, track, and create reports on metrics and data measuring success levels for team OKRs and other 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.
• Manage and compile ad hoc data for special projects and/or reports as needed.
• Provide input into the establishment of departmental goals and objectives. 
• Serve as a resource for general inquiries from DAR staff.

Other duties as assigned.

Work Environment:

This role is a hybrid position, working in the office approximately one day per week, or more depending on business needs. This role will be located in the Nashville, TN area.

Supervisory Relationships:

This position does not have supervisory responsibility.  This position reports administratively to the Administrative Support Manager and functionally to the assigned teams(s).

Education and Certifications:

• Bachelor’s degree, or the equivalent combination of education and work experience, is required.

Experience and Skills:

• Five years of relevant experience, or the equivalent education and work experience, 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, and manage multiple priorities simultaneously while meeting deadlines and maintaining attention to detail

At Vanderbilt University , our work - regardless of title or role - is in service to an important and noble mission in which every member of our community serves in advancing knowledge and transforming lives on a daily basis. Located in Nashville, Tennessee, on a 330+ acre campus and arboretum dating back to 1873, Vanderbilt is proud to have been named as one of “America’s Best Large Employers” as well as a top employer in Tennessee and the Nashville metropolitan area by Forbes for several years running. We welcome those who are interested in learning and growing professionally with an employer that strives to create, foster and sustain opportunities as an employer of choice.

We understand you have a choice when choosing where to work and pursue a career. We understand you are unique and have a story. We want to hear it. We encourage you to apply today so that you might become a part of our story.