Executive Assistant, Athletics

Position Summary:

The Executive Assistant, Athletics 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. 

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/

Duties and Responsibilities 

Reporting to the Senior Associate Athletic Director/Executive Director of Development and Alumni Relations, Athletics, this position will be responsible for providing high-level support for the assigned team. 

• Independently draft professional 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.
• Identify requests and determine viable solutions prior to presenting requests to the assigned executive(s).
• 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
• Work with the DAR Development Events 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.

Events/Meetings:

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:

• Follow up with problem resolution for the team.
• 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.
• 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.
• 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 directly to the Senior Executive Director of Development, Athletics and receives additional support and communication from the Director of Development Administration Services to keep this role connected and coordinated with the broader administrative team.

Work Environment: 

This role is required to be in the office every day Monday - Friday.

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 meticulous attention to detail.
• The ability to work independently, take initiative, manage multiple projects simultaneously, meet deadlines, and adapt to changing priorities are essential.

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.