Executive Assistant

*Please excuse any formatting issues.  This is a known systems issue we are working on fixing.

Position Summary:

The Executive Assistant position will provide high-level communication support, project management, 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, prioritizing and handling 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/

Key Functions and Areas of Responsibility:

Reporting to the Director Administrative and Facility Services, this position will be part of the administrative support team and will be responsible for providing high-level support to Assistant Vice Chancellor, Development Communications, Internal Communications and Services, and Executive Director, Donor Relations and Events. This position also serves as a backup for other members of the administrative support team as needed.

• Independently draft and proofread professional memos, emails, and other correspondences, while processing and monitoring responses to broadcast emails related to projects led by the Communications team.

• Provide a considerable amount of confidential and sensitive information in support of departmental activities.
• Maintain organized systems for files, records, and documentation to support team efficiency and continuity in accordance with department and University guidelines.
• Record donor interactions, including communications and meetings in VandyQuest (VQ) to ensure accurate tracking of engagement history; run and analyze reports from VQ to support data-informed outreach and stewardship.
• Identify requests and determine viable solutions prior to presenting requests to assigned executive(s).
• Coordinate with internal teams and external contacts to ensure quality, consistency, effectiveness, and timely communication and follow-through on requests.

• Assist with various administrative elements of the Communication team’s issues management and crisis communication process.

• Track action items and follow up as needed to ensure completion of tasks and next steps.

• Prepare PowerPoint presentations, talking points, 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 complex and shifting calendars for the assigned executive(s), while exercising sound judgment in prioritizing requests and resolving conflicts.
• Research topics and issues and compile meeting materials, action item lists, and/or reports as needed for the assigned teams.
• Coordinate travel arrangements, including all logistics; utilizing Concur travel system or other travel options when appropriate and approved

Events/Meetings:

• Coordinate meeting agendas and materials, calling for agenda items, providing agendas one day in advance, and taking meeting notes and distributing to attendees. 
• Work with the DAR Development Events team on logistics for events sponsored by or involving executive(s).
• Identify, research, and select the facilities necessary for meetings, working with the DAR Development Events team when appropriate.
• Plan and coordinate Communications team retreat(s), 1-2 times per year. 

Budget:

• Manage expense