The Executive Assistant reports directly to the Manager of Administrative Support and provides project and operational support to members of the Vice Chancellor of Information Technology's executive team and at times, to the Vice chancellor directly. The position is assigned to specific members of the executive team but may vary based upon need. The incumbent also serves as a backup for other members of the VUIT administrative team as needed.
Vanderbilt University Information Technology is committed to delivering world-class technology and service in support of excellence in teaching, learning, and research across the university. Our guiding principles of developing our team, consistently communicating, setting the dials right, cultivating governance, and focusing on our customers drive our mission to advance the academic strategic plan and institutional priorities of Vanderbilt University.
The Administrative Support team is responsible for supporting the Vice Chancellor and his direct reports. They are expected to maintain a high level of confidentiality and professionalism. The team ensures all Vanderbilt and VUIT policies and procedures are being followed and works closely with the VUIT business operation team. They are required to have a vast amount of knowledge about the department and its initiatives, specifically within their executive team member(s) area. Open communication is necessary among the team and with the executive team members to obtain a solid workplace environment and create positive outcomes.
Duties and Responsibilities
Personal assistant to assigned members of the Vice Chancellors Executive team:
Serves as the initial point of contact for any individual within and outside of VUIT that wishes to contact the designated executive team member
Identifies and evaluates requests and determines viable solutions prior to presenting a request to an executive team member
Exercises senior level authority as delegated, reflecting independent judgment and discretion in the performance of duties and special projects
Prioritizes and assists with the completion of tasks requested for and by the executive team member(s)
Attends meetings and serves on committees as a representative of an executive team member
Works closely with VUIT human resources and executive team member(s) when human resource issues arise
Coordinates social activities, special events, and travel including airlines, hotels, and ground transportation
Acts as a delegate in Oracle Cloud in order to compile and submit travel expense reports
Maintains complex calendars to ensure no conflicts exist and coordinates with other departments across the organization
Develops relationships with VU staff and faculty to deliver well organized outcomes
Serves as the point of contact and reacts to any business needs the executive team member may have
Initiates written communication on behalf of the executive team member
Researches topics and issues and compiles meeting materials and/or reports as needed by the executive team member for presentation to the vice chancellor of IT and other members of the executive team
Coordinates with VUIT leadership on timely resolution of issues presented to the executive team member
Anticipates the executive team member's needs and brings together appropriate people and resources to support the executive team member in addressing issues
Based upon the executive team member(s) they support, different varieties of project work are assigned as needed. Projects may also be assigned by the Manager of Administrative Support.
Projects will vary in subject matter, complexity, number of projects and length of project. They may also involve other members of the VUIT administrative team
Administrative management and business Details:
Serves as a departmental point of contact for the office building and is responsible for identifying and resolving any building issues in a timely manner
Tracks and orders supplies for the office building
Develops spreadsheets and databases to capture trends, expenses, etc.
Aids and consults departmental and external resources for proper routing of documents, transactions, and communications
Maintains an in-depth understanding, interpretation, and applicability of university policies and procedures as a departmental resource
Serves as backup point of contact when other members of the VUIT administrative team are out of the office or unavailable and familiarizes themselves with all members of the executive team and understands their varied perspectives on what is expected and needed by each of them
Works closely with members of the team on administrative assignments
Processes a considerable amount of confidential and sensitive information in support of administrative activities
Profile of an Ideal Candidate
Bachelor's Degree or 5 years' equivalent experience is necessary
Excellent Outlook calendar management skills are necessary
Knowledge of Word, Excel, PowerPoint is necessary
Organization skills are necessary
Ability to take initiative, multi-task, and work well under pressure is necessary
Working both independently and in a team setting is necessary
Upbeat, positive attitude is necessary
Advanced PowerPoint skills are preferred
Excellent verbal, written, and visual communication skills are preferred
Commitment to Equity, Diversity and Inclusion
Vanderbilt University is committed to achieving the goal of a diverse and inclusive academic community of faculty, staff, and students. We seek individuals who are committed to this goal and our campus values.
Internal Number: 2000184
About Vanderbilt University
Vanderbilt University is a center for scholarly research, informed and creative teaching, and service to the community and society at large. Vanderbilt will uphold the highest standards and be a leader in the quest for new knowledge through scholarship, the dissemination of knowledge through teaching and outreach, and the creative experimentation of ideas and concepts. In pursuit of these goals, Vanderbilt values most highly intellectual freedom that supports open inquiry, equality, compassion, and excellence in all endeavors.