Executive Assistant - NYC

Socket.dev; New York (NY); On-site; USD 74,000 - 85,000; Full time

Job summary

Vanderbilt University – New York City seeks an Executive Assistant to partner with departmental leadership, handling high-level administrative duties and critical financial functions. Responsibilities include calendar and travel management, coordinating meetings, drafting communications, and ensuring compliant procurement and budgeting practices.

The role reports to the Assistant Vice Chancellor and requires a Bachelor's degree with at least four years of experience in related operations.

Qualifications

• Bachelor’s degree required.
• Minimum four years of experience in business operations, executive administration, or departmental support.
• Strong administrative, financial, and communication skills with discretion.

Responsibilities

• Provide high-level administrative support to department leadership, including calendar management, meeting coordination, travel planning, and correspondence.
• Coordinate and triage incoming requests for the AVP, ensuring timely responses and action.
• Prepare materials, agendas, and minutes; monitor action items and follow up.
• Draft and manage internal/external communications on behalf of leadership.
• Oversee daily administrative operations and drive process improvements.
• Review and approve transactions, support forecasting, budgeting, procurement, and vendor coordination.

Skills

Executive support

Calendar management

Travel planning

Communications

Budgeting

Forecasting

Confidentiality

Education

Bachelor’s Degree

Tools

Procurement software

ERP system

Invoice matching tools

Job description

The Executive Assistant serves as an important partner to departmental leadership by providing high-level executive support, overseeing day-to-day administrative operations, and managing financial functions. This role is responsible for calendar and meeting management, travel planning, communications, and coordination of departmental activities and events. In addition to executive support duties, the position acts as a key financial unit manager, reviewing and approving transactions, maintaining compliance with institutional financial policies, and supporting forecasting, budgeting, procurement, and vendor coordination.

Reporting directly to the Assistant Vice Chancellor of Vanderbilt University – New York City, this role requires exceptional organizational, financial, and communication skills, as well as the ability to handle sensitive information with professionalism and discretion. The Executive Assistant plays a central role in maintaining efficient workflows, driving process improvements, and ensuring operational excellence across the department.

About the Work Unit:

The Division of Administration at Vanderbilt University is committed to upholding the University’s vision by excelling in management, strategic initiatives, and operational success. The unit, which includes Vanderbilt UniversityPublic Safety,Auxiliary Services,the Office ofEqual Access,DialogueVanderbilt andother strategic initiatives,suchasVanderbiltUniversity-NYC,embodiesthecorevaluesandmissionoftheuniversity,working closely with key stakeholders to address complex issues that span across the University and its affiliates.

Executive and Operational Support:

• Provide high-level administrative support to department leadership, including calendar management, meeting coordination, travel planning, and correspondence.
• Coordinate and prioritize incoming requests for the Assistant Vice Chancellor, ensuring appropriate triaging and response management.
• Prepare and distribute meeting materials, agendas, and minutes; monitor and follow up on action items.
• Conduct background research, compile data and prepare executive-level reports or presentations to support leadership decision making.
• Draft, proofread, and manage internal and external communications on behalf of department leadership.
• Oversee daily administrative operations, ensuring smooth workflows, efficient scheduling, and consistent process improvements.
• Manage sensitive and confidential information with discretion and professionalism.
• Serve as the primary point of contact for departmental inquiries, resolving issues or escalating appropriately.
• Provide regular updates on scheduled events and departmental activities at team meetings and maintain communication across teams.
• Assist with special projects and provide logistical and planning support for departmental initiatives and events.

Department Financial and Procurement Responsibilities

• Initiate purchase requisitions, this includes selecting appropriate expenditure types, entering accurate project numbers, chart of accounts and understanding approval path.
• Assist in setting up new suppliers in the procurement system.
• Manage and verify that invoices match the correct PO numbers, billing amounts, etc.
• Ensures all procurement activities adhere to purchasing policies and procedures.
• Work closely with financial unit managers, procurement services and other departments to facilitate smooth procurement operations.

Supervisory Relationships:

This position reports administratively and functionally to the Assistant Vice Chancellor. This position works in a team-driven environment with multiple points of cross collaboration.

Education and Certifications:

• Bachelor’s Degree is required.

Experience and Skills:

• At least four years of experience in business operations, hospitality, executive administration, or departmental support.
• Proven experience providing executive-level administrative support, including calendar and travel management, meeting coordination, and correspondence handling.
• Financial and budgeting experience, with the ability to process and track expenses, manage procurement, and contribute to financial forecasting and reporting.
• Excellent time management, multitasking, and organizational skills with exceptional attention to detail.
• Strong verbal and written communication skills, with the ability to draft professional correspondence and represent leadership in communications.
• Ability to interact effectively with a wide range of internal and externalstakeholders, including executives, clients, and service providers.
• Proactive, professional, and positive demeanor with a track record of leading and supporting teams in a collaborative environment.
• High level of confidentiality, discretion, and independent judgment in handling sensitive matters.

Salary Range: $74,000 - $85,000

(Geographical Differential Applied)

The salary of the finalist selected for this role will be set based on a variety of factors, including, but not limited to, departmental budgets, qualifications, experience, education, licenses, specialty, and training. The above hiring range represents the University’s good faith and reasonable estimate of the range of possible compensation at the time of posting.

This range will be for employees who primarily perform work in the State of New York.

At Vanderbilt University, our work - regardless of title or role - is in service to an important and noble mission in which every member of our community serves in advancing knowledge and transforming lives on a daily basis. Located in Nashville, Tennessee, on a 330+ acre campus and arboretum dating back to 1873, Vanderbilt is proud to have been named as one of “America’s Best Large Employers” as well as a top employer in Tennessee and the Nashville metropolitan area by Forbes for several years running. We welcome those who are interested in learning and growing professionally with an employer that strives to create, foster and sustain opportunities as an employer of choice.

Vanderbilt University is an equal‑opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or status as a protected veteran, or any other characteristic protected by law.