Executive Assistant, Auxiliary Services

Vanderbilt University

  • Nashville, TN
  • Permanent
  • Full-time
  • 7 days ago
Job Category: ExecutiveJob Description:The Executive Assistant provides high-level administrative support to the Chief Operating Officer (COO) for the Division of Administration and Senior Director of People Operations, supporting a complex and dynamic office that spans a wide range of university operations and strategy. This individual serves as a trusted partner and liaison, managing confidential matters, facilitating communication across internal and external stakeholders, and ensuring smooth day-to-day operations of the Office of the COO for the Division of Administration and Senior Director of People Operations.The Division of Administration and Senior Director of People Operations sits at the heart of Vanderbilt's daily operations, working across the university to ensure our campus functions with care, precision, and purpose. Through diverse departments and initiatives like Auxiliary Services (including Campus Dining), Public Safety (including Parking and Mobility), Equal Opportunity and Access, Dialogue Vanderbilt, and Vanderbilt University - New York City, we support the people who make Vanderbilt extraordinary.Key Functions and Expected Performance:Administrative and Operational Support
  • Manage complex calendar and scheduling needs for the COO and Senior Director, ensuring alignment with key institutional priorities and proactively resolving scheduling conflicts.
  • Coordinate meetings, events, and travel logistics, including preparation of agendas, briefing materials, itineraries, and submission of travel and other expense reimbursements.
  • Draft, review, and manage correspondence, reports, presentations, and other executive-level documents.
  • Track and follow through on action items, project timelines, and deliverables in coordination with staff and university partners.
  • Serve as the initial point of contact, virtually and in person, for the COO's and Senior Director's offices, offering a welcoming and professional presence to all visitors and stakeholders.
  • Prioritize and delegate tasks as needed, especially during large projects or events, leveraging support from other Executive Assistants as appropriate.
Strategic Coordination and Communication
  • Serve as a liaison between the Division of Administration and Senior Director of People Operations and university leadership, faculty, staff, students, and external partners.
  • Support the planning and execution of division-wide initiatives, including retreats, forums, and special projects.
  • Oversee status updates and project tracking to ensure timely reporting to the COO and Chief of Staff.
  • Maintain strong knowledge of university and divisional events, ensuring the COO's presence and participation where needed.
  • Participate in key meetings to capture notes, identify action items, and assist in follow-up and execution.
  • Oversee office communications and leadership/divisional meetings, ensuring agendas, minutes, and follow-up communications are executed smoothly.
Confidentiality and Discretion
  • Handle sensitive and confidential matters with a high level of discretion, judgment, and professionalism.
  • Maintain confidentiality related to personnel, finance, legal, and strategic matters discussed within the Division of Administration and Senior Director of People Operations.
Supervisory Relationships: This position does not have supervisory responsibility. The Executive Assistant reports administratively and functionally to the COO for Administration and Senior Director of People Operations.Education and Certifications:
  • A bachelor's degree or equivalent work and/or military experience is required.
  • A minimum of 5 years of progressively responsible administrative experience supporting senior or executive-level leaders is required.
  • Prior experience in higher education or within a large, complex organization is strongly preferred.
Experience and Skills:
  • Excellent written and verbal communication skills.
  • Strong organizational and time management skills, with the ability to manage multiple priorities under tight deadlines.
  • Demonstrated ability to exercise sound judgment, discretion, and tact in handling sensitive matters.
  • Excellent attention to detail and independent problem-solving abilities
Proficiency with Microsoft Office Suite (Outlook, Word, Excel, PowerPoint) and collaboration platforms such as Zoom and Teams.
  • Strong interpersonal skills and the ability to work both independently and as part of a collaborative team.
  • Demonstrated ownership of small but impactful operational details, which elevate the overall experience and effectiveness of the office.
About Us:At , 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 , Tennessee, on a 330+ acre campus and 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.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.

Vanderbilt University