Executive Coordinator

Vanderbilt; Nashville (TN); On-site; USD 60,000 - 80,000; Full time

Job summary

Vanderbilt University REFD is seeking an Executive Coordinator to join the Nashville team. You will support the Vice Chancellor for REFD leadership, manage calendars, assist with travel bookings via Concur, and process expense reports in Oracle Cloud.

The role requires coordinating cross-functional projects, preparing dashboards and reporting materials, and handling confidential information with discretion. This position reports to the Associate Vice Chancellor and Chief of Staff.

Qualifications

• Four-plus years of relevant experience preferred.
• Proficient with Outlook, Word, Excel, Adobe Acrobat and web-based systems.

Responsibilities

• Provide executive support to the REFD leadership team and manage calendar coordination.
• Coordinate complex meetings across internal and external stakeholders and ensure materials are prepared.

Skills

Organizational skills

Communication skills

Multitasking

Interpersonal skills

Education

Bachelor's degree

Tools

Outlook

Word

Excel

Adobe Acrobat

Job description

About the Work Unit

About the Work Unit: The Division of Real Estate, Facilities and Development ("REFD") budget exceeds $150 million in operating expenses and includes 600 employees. REFD manages major capital project expenditures totaling ~$300 million annually and facility renewal, replacement and large maintenance project expenditures totaling ~$20 million annually. The Business Operations Center (BOC) provides support to the division, specifically regarding the areas of Finance, Employee Relations, Systems, Communications and General Administration. REFD departments include BOC, Maintenance & Operations (VUMO), Planning, Design, and Construction (PDC), Real Estate, and Environmental Health, Safety and Sustainability (EHSS).

About the Role

As the Executive Coordinator, you will join the Vanderbilt REFD team located in Nashville, TN, a world-class city on the rise, with cosmopolitan flair, and small-town appeal. As you settle in for the day, your activities might range from coordinating meetings to working directly for the REFD leadership team. This individual will join Vanderbilt University REFD as VU embarks on the most dynamic growth and development phase of its long and remarkable history. The Executive Coordinator primarily supports the Vice Chancellor for REFD's leadership team, primarily the Assistant Vice Chancellors for VUMO and PDC and Executive Directors of BOC and Real Estate, acting as an operational partner to leadership, ensuring priorities and initiatives are advancing. This includes project meeting coordination, calendar management, executive assistance, and project assistance as needed.

Key Functions & Expected Performance

Executive Support

• Proactively prepare leaders for upcoming meetings by anticipating needs, identifying gaps, and ensuring materials are prepared and distributed.
• Synthesize meeting discussions into clear next steps, tracking action items, following up independently or ensuring follow-up occurs.
• Assist with travel bookings via Concur system and processing expense reports within Oracle Cloud.
• Act as OneCard trustee, performs transactions reconciliation, and completes timely expense reports.

Complex Calendar and General Support Related Duties

• Manage and strategically prioritize leadership team calendars to align with evolving priorities and organizational goals.
• Evaluate purpose of meeting and proactively ensure the correct participants and materials are present.
• Coordinate complex and large meetings across internal university stakeholders and external stakeholders.
• Anticipate scheduling challenges and conflicts and work to proactively resolve.
• Serves as backup as needed when other administrative staff are out of office.
• Assists with recruitment searches, travel, and interview schedules.

Project Coordination

• Provide departmental project management and support as needed.
• Prepare presentation materials, particularly cross-functional efforts to ensure alignment and timely execution.
• Support development and tracking of dashboards, trackers, and reporting mechanisms.
• Prepare internal departmental documents as needed, including policies, procedures, employee handbooks and more.
• Demonstrate the ability to handle confidential and sensitive information with discretion.
• Assist BOC Administrative team with events, including luncheons, breakfasts, off-site retreats, etc.

Supervisory Relationships

This position does not have supervisory responsibilities. This position reports administratively and functionally to the Associate Vice Chancellor and Chief of Staff.

Education and Certifications

A bachelor's degree from an accredited institution of higher education is preferred.

Experience and Skills

• At least four years relevant experience is strongly preferred.
• Working knowledge of Outlook, Word, Excel, Adobe Acrobat and general web-based systems is required.
• Strong organizational skills, with an emphasis on managing multiple tasks and proven capability to meet deadlines is required.
• Effective oral and written communication skills is required.
• Excellent interpersonal skills are required.
• Experience managing multiple calendars and/or complex calendars is preferred.

About US

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. We understand you have a choice when choosing where to work and pursue a career. We understand you are unique and have a story. We want to hear it.

Equal Opportunity Employer

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.