Executive Assistant & Operations Specialist (Finance)

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

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.