Executive Assistant, Vice Provost For Strategic Initiatives

The Executive Assistant is a vital and highly valued member of the Office of the Vice Provost for Strategic Initiatives at Vanderbilt University, directly reporting to the Vice Provost for Strategic Initiatives (Vice Provost). This role is integral to the efficient functioning and success of the office, providing direct support to office leadership and acting as the primary point of contact for internal and external stakeholders.

The Executive Assistant oversees daily administrative support activities, ensuring a seamless workflow for the Vice Provost and offering organizational assistance within the office. Core responsibilities include high-level communication, task coordination, and clerical support. Furthermore, the role encompasses a range of general administrative duties critical to the day-to-day operational cadence of the office. These tasks include procurement, receiving and managing deliveries, and preparing and submitting expense reports.

The Executive Assistant will prioritize and manage requests on behalf of the Vice Provost. These duties encompass managing calendars, coordinating, and assisting with email correspondence, organizing meetings, and arranging travel logistics. This role may also involve the careful and professional management of confidential information, ensuring strict discretion at all times.

This full-time, on-campus position is benefits-eligible and requires a dedicated individual who excels in a collaborative and dynamic work environment. The ideal candidate will possess strong organizational skills, the ability to multitask effectively, and a proactive approach to problem-solving. The Executive Assistant's contributions will directly support the administrative functions and strategic initiatives of the university, making this role critical to the ongoing success of the Office of the Vice Provost for Strategic Initiatives.

The Office of the Vice Provost for Strategic Initiatives was established to spearhead one of Vanderbilt's most ambitious projects in decades: the launch of the College of Connected Computing (CCC). This pioneering office is at the forefront of a transformative effort to build a world-class college that is uniquely Vanderbilt in its blend of excellence, innovation, and collaboration. The Office of the Vice Provost for Strategic Initiatives is responsible for overseeing all operational planning components of the CCC, including faculty appointments, hiring, and accreditation. Each member of this dynamic team plays a vital role in driving strategic initiatives that propel the university forward. We collaborate closely with the Provost and Vice Provosts, integrating cutting-edge management practices and forward-thinking strategies into all CCC workstreams.

Duties and Responsibilities

• Administrative Support: Provide comprehensive administrative support to the Vice Provost and Assistant Provost, including managing calendars, organizing meetings, and handling email correspondence.

• Daily Preparation: Draft summaries and briefing materials for the Vice Provost and Assistant Provost.

• Stakeholder Engagement: Serve as the primary point of contact and maintains open lines of communications with different departments and external entities.

• Confidentiality: Handle sensitive and confidential information as necessary.

• Logistical Coordination: Assist in coordinating logistics for events, meetings, and travel, including arranging all necessary accommodations for the activity.

• 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.

• 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.

Qualifications

• An associate or bachelor's degree from an accredited institution of higher education is preferred.

• At least 5 years of directly comparable experience is preferred.

• At least 3 years of directly comparable experience is required.

• Prior experience at Vanderbilt University is preferred.

• Excellent Microsoft Outlook calendaring skills are required.

• Proficiency in Microsoft Office, such as Word, Excel, or PowerPoint, is required.

• Organization skills are necessary.

• Ability to take initiative, multi-task, and work well under pressure is necessary.

• Ability to perform complex tasks and to prioritize multiple projects and competing deadlines is necessary.

• Demonstrated ability to work independently and in a team setting is necessary.

• Excellent verbal, written, and visual communication skills are necessary.

• Ability to manage and impart confidential information is necessary.

• Records maintenance or archival skills are preferred.