The Executive Assistant is part of the Office of Institutional Equity at Vanderbilt University and is an integral part of the Office of Institutional Equity (OIE) staff and responsible for managing the Associate Vice Chancellor's (AVC) time, calendar, email, meeting management, and travel. This position also provides support as needed for the Operations Manager, who reports directly to the Associate Vice Chancellor of Institutional Equity. This position takes the initiative to ensure the Associate Vice Chancellor has materials, locations, and correct attendees for all meetings, schedules travel arrangements as necessary including proactive expense reporting, and manages the overall schedule of the Associate Vice Chancellor to ensure professional time and meeting management of each day. This position will also manage the Outlook inbox of the Associate Vice Chancellor to appropriately file emails in a folder structure, answer email as directed by the Associate Vice Chancellor, and manage cold calls and vendor calls as necessary. Reporting to the Office of the Institutional Equity AVC, the Executive Assistant must collaborate with all members of the Office of the Institutional Equity with a supportive and encouraging attitude. The Executive Assistant must also collaborate with all Vice Chancellors and departments within Vanderbilt University and provide exemplary service to those that contact the Office of the Institutional Equity.
The Executive Assistant requires a high level of trust in dealing with confidential materials and information and interfacing with senior executives, both across the university and in the form of members of the Board of Trust and external law firms. The Executive Assistant is responsible to support the daily activities of the Associate Vice Chancellor to ensure successful execution of each day.
The Office of the Institutional Equity provides support to all Vanderbilt University departments. The OIE commits to agile service delivery aligned with the university's mission, priorities, and needs. All litigation proceedings are managed by the Office of the Institutional Equity on behalf of the university.
Duties and Responsibilities
*Manage incoming emails; file emails by matter type, or by subject; notify Associate Vice Chancellor when email appears that requires immediate attention.
*Manage sales email, vendor management or other generic emails by providing to the correct OIE resources to appropriately respond.
*Proactively manage due dates for the Associate Vice Chancellor to enable timely deliverables.
*Receive and prioritize all requests for the Associate Vice Chancellor's time.
*Work closely with liaisons in the Chancellor's office, the other Vice Chancellor's offices, and other key university resources to stay abreast of information crucial to the Associate Vice Chancellor's success and ensure that meetings and events are of the utmost priority.
*Review daily for meeting overlap and opportunities to streamline and simplify the meeting schedule so that the Associate Vice Chancellor and the Operations Manager may have work time built into their schedule.
*Manage and proactively prepare the materials for the Associate Vice Chancellor's time commitments, including facilitating the preparation of agendas for meetings held with the Associate Vice Chancellor and necessary daily briefing packets with information required for each meeting. The briefing packet should include agendas for all meetings, whether scheduled by the Office of Institutional Equity or by others, meeting note pages, and any other pertinent details.
*Coordinate logistical arrangements for meetings including space reservations, restaurant reservations, catering (if required), audio/visual needs, and equipment set up. Rescheduling locations as meetings move, to ensure that all are aware of the accurate location. This includes learning all technologies in Loews and Kirkland offices as to be a knowledgeable resource for the Associate Vice Chancellor and the Operations Manager during meetings.
*If the Associate Vice Chancellor and Institutional Equity is booked around the lunch hour, the Executive Assistant will inquire as to whether an outside lunch should be delivered or picked up and will place or get the order.
Travel and Expense Management
*Responsible for travel arrangements for the Associate Vice Chancellor and Operations Manager including airline and hotel reservations, check-in with airlines, ground transportation arrangements, meeting arrangements, and expense reports; ensuring that the Associate Vice Chancellor and Operations Manager are aware of the expense policies and that they follow them.
Information / File Management
*Maintain electronic and hard copy files for the Associate Vice Chancellor, by adhering to the Vanderbilt University/OIE Records Retention schedule as to when to file information in working files, when to close a file, what to scan and retain in the document management technology, what documents are required to be kept in archives, including the inventory of documents.
*Determine how the Associate Vice Chancellor would like files organized and then maintain and file working files/documents daily as to keep the Associate Vice Chancellor prepared as information is required, it can be easily found.
*Ensure the Associate Vice Chancellor has the required office supplies, materials, and other required items to be successful in the day to day activities of the Office of the Institutional Equity.
*Oversee general appearance, tidiness and cleanliness of the Associate Vice Chancellor's office space in both Loews and in Kirkland Hall; scheduling university resources for repairs or maintenance, as needed.
*Proactively anticipate the Associate Vice Chancellor's needs and facilitate the appropriate people and resources to support the Associate Vice Chancellor in addressing issues.
*Handle a wide array of confidential information with integrity and interface discreetly with senior executives both internal and external to the university.
*Maintain an in depth understanding, interpretation and applicability of university policies and procedures as a departmental resource.
*Facilitate and encourage process improvements for the department.
*Maintain a current understanding of technologies implemented in the OIE as well as university technologies; always striving to learn new skills and promote the capabilities of the technology. Be able to set up meetings with technologies for the Office of Institutional Equity or AVC.
*Expertly coordinate social activities and special events in the department.
*Develop relationships with Vanderbilt staff to deliver well organized outcomes; make meaningful contributions to and represent the Associate Vice Chancellor and OIE appropriately.
*Attend staff meetings and detail any action items to the appropriate resources post-meeting.
Internal Number: 2000654
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.