Executive Assistant to the Vice Chancellor for Administration

Position Summary:

The Executive Assistant provides high-level administrative support to the Vice Chancellor for Administration, 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 Vice Chancellor for Administration.

This is an in-person role based on Vanderbilt’s campus and requires a regular presence in the office to provide consistent, hands-on support and coordination.

The Division of Administration 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 Vice Chancellor, 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 Vice Chancellor’s office, offering a welcoming and professional presence to all visitors and stakeholders.
• Oversee day-to-day office operations and logistics, including the coordination of shared spaces and resources.
• 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 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 Vice Chancellor and Chief of Staff.
• Maintain strong knowledge of university and divisional events, ensuring the Vice Chancellor’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.

Supervisory Relationships:
This position does not have supervisory responsibility. The Executive Assistant reports administratively and functionally to the Vice Chancellor for Administration.

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