Executive Assistant, Science and Technology Strategy

Vanderbilt University; Nashville (TN); On-site; USD 60,000 - 90,000; Full time

Job summary

Vanderbilt University is seeking an experienced Executive Assistant to support the Chancellor’s Executive Director for Science and Technology Strategy. The role focuses on scheduling, travel planning, and preparation of briefing materials for a high-level team.

Reporting to the Director of Projects for Science and Technology Strategy, you will prepare meeting agendas and minutes, draft formal documents, and manage day-to-day administrative tasks with discretion and professionalism.

Qualifications

• Bachelor’s degree required.
• Minimum five years’ office experience.
• Excellent written and verbal communication with meticulous attention to detail.
• Advanced interpersonal skills for professional relationships inside and outside the university.

Responsibilities

• Manage Chancellor’s Executive Director calendars and scheduling.
• Coordinate travel arrangements and related expense reporting.
• Arrange meetings: space, catering, AV, attendees; support events outside standard hours.
• Provide general administrative management for the Science and Technology Strategy team.

Skills

Scheduling

Travel planning

Written communication

Interpersonal skills

Project management tools (Teams)

Education

Bachelor’s degree

Tools

PowerPoint

Microsoft Teams

Job description

Position Summary

The Executive Assistant is a key individual contributor responsible for assisting the Chancellor’s Executive Director for Science and Technology Strategy (Chancellor’s Executive Director) with all scheduling, travel arrangements, and preparation of briefing materials along with management of day-to-day administrative support activities for the Science and Technology Strategy team. Duties range from standardized office support assignments to performance of administrative duties involving high-level decision making and judgement, including screening and responding to incoming correspondence; preparing meeting notes, written reports, and PowerPoint decks; providing administrative and project support to other staff on the Science and Technology Strategy team as needed; and handling day-to-day problems and challenges in those areas. Reporting directly to the Chancellor’s Executive Director, this position requires advanced interpersonal skills to develop and maintain professional relationships across the university, particularly with other administrative staff across Vanderbilt University’s schools and colleges including those in the offices of the Chancellor, Provost and other vice chancellors, vice provosts, and deans, as well as faculty, board members, and external partners. Additionally, the position requires the ability to work autonomously, agility in coordinating multiple activities simultaneously, and dealing with information that is confidential in nature. The Executive Assistant is expected to maintain an extensive understanding of University and Chancellor’s office politics and procedures.

About The Work Unit

The Science and Technology Strategy team reports to the Chancellor’s Executive Director for Science and Technology Strategy and is charged with advancing Vanderbilt University’s Chancellor’s institutional goals and priorities for science and technology development in areas including but not limited to energy innovation, defense and national security, health sciences and biotechnology, and quantum and AI technologies. In service of this mission, the Chancellor’s Executive Director and the Science and Technology Strategy team work closely and collaboratively with the Chancellor, the Chancellor’s chief-of-staff and other key team members in the Chancellor’s office, as well as senior leaders from across the institution including the Vice Chancellors, Provost, Vice Provosts, and deans.

Key Functions And Expected Performance

• Coordinates busy and shifting calendars to schedule and support meetings (recurring, ad hoc,

committee, etc.) with both internal and external participants. Applies excellent judgment in determining priorities.

• Manages travel arrangements for the Chancellor’s Executive Director including airline and hotel

reservations, ground transportation, meeting arrangements, and expense reports.

• Coordinates logistical arrangements for meetings including space reservations, catering

audio/visual needs, equipment set-up, and communication with meeting attendees. Assists with events, including those that may occur outside working hours on occasion.

• Provides general administrative management for the Science and Technology Strategy team

including processing mail and calls; printing and copying documents; ordering supplies; and handling related issues as they arise.

• Coordinates with VUIT and other internal or external service teams on equipment maintenance for

copier, audio/visual equipment, printers, and computers in use by the Science and Technology Strategy team.

• Independently or in collaboration with the Science and Technology Strategy team Director of

Projects or Project Manager, prepares briefings, agendas/itineraries, and other materials for meetings, appointments, and events, including triaging issues that the Chancellor’s Executive Director needs to address.

• Independently or in collaboration with the Science and Technology Strategy team Director of

Projects or Project Manager, composes and drafts formal written materials such as business letters, memos, and agendas; proofreads and formats similar documents and PowerPoint presentations prepared by other team members; takes cogent and concise meeting minutes; and follows up on select action items and deliverables.

• Reconciles non-payroll budget expenses including researching and resolving discrepancies,

preparing expense reports, and initiating systems input for disbursements and payment requests.

• Communicates effectively and efficiently with parties within and outside the university,

including high-profile collaborators and partners. Demonstrates a consistently collaborative, teamwork-oriented approach.

• Demonstrates strong technical skills including familiarity with project management software

(e.g., Teams) and the ability to quickly learn and utilize new technologies as needed.

• Maintains an extensive understanding of the university’s policies and procedures as well as the

university’s goals and priorities in science and technology strategy.

• Performs administrative and clerical duties of a complex, detailed, and confidential nature;

demonstrates excellent discretion and judgement; and maintains confidentiality of sensitive information (e.g., information related to confidential projects).

Supervisory Relationships

This position does not have supervisory responsibility. This position reports functionally to the Chancellor’s Executive Director for Science and Technology Strategy and administratively to the Director of Projects for Science and Technology Strategy.

Education and Certifications

• A Bachelor’s degree from an accredited institution of higher education is required.

Experience And Skills

• Minimum of five years’ experience in an office environment is required.

Excellent verbal and written communication skills with meticulous attention to detail. Highly organized and well-coordinated.

• Critical thinking skills as well as the ability to work successfully with minimal supervision

and exercise independent thinking and judgment.

• Advanced interpersonal skills to develop and maintain professional relationships within the

university and communicate effectively with external representatives and partners.

• Ability to take initiative and multi-task, work well under pressure, meet deadlines, adapt to

changing priorities, and willingness to rapidly learn new skills as needed.

• Ability to work effectively with a wide range of constituencies within a complex and fast-paced

organizational environment demanding high energy, discretion, patience, enthusiasm, and humor.