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Vanderbilt University Executive Assistant, Information Technology in Nashville, Tennessee

Executive Assistant, Information Technology (Job Number: 2000787)


The Executive Assistant reports directly to the Manager of Administrative Support and provides project and operational support to members of the Vice Chancellor of Information Technology’s executive team and at times, to the vice chancellor directly. The position is assigned to specific members of the executive team but may vary based upon need. The incumbent also serves as a backup for other members of the VUIT administrative team as needed.

Vanderbilt University Information Technology is committed to delivering world-class technology and service in support of excellence in teaching, learning, and research across the university. Our guiding principles of developing our team, consistently communicating, setting the dials right, cultivating governance, and focusing on our customers drive our mission to advance the academic strategic plan and institutional priorities of Vanderbilt University.

The Administrative Support team is responsible for supporting the vice chancellor and his direct reports. They are expected to maintain a high level of confidentially and professionalism. The team ensures all Vanderbilt and VUIT policies and procedures are being followed and works closely with the VUIT business operation team. They are required to have a vast amount of knowledge about the department and its initiatives, specifically within their executive team member(s) area. Open communication is necessary among the team and with the executive team members to obtain a solid workplace environment and create positive outcomes.

Duties and Responsibilities

Personal assistant to assigned members of the Vice Chancellors Executive team:

  • Serves as the initial point of contact for any individual within and outside of VUIT that wishes to contact the designated executive team member

  • Identifies and evaluates requests and determines viable solutions prior to presenting request to executive team member

  • Exercises senior level authority as delegated, reflecting independent judgement and discretion in the performance of duties and special projects

  • Prioritizes and assists with the completion of tasks requested for and by the executive team member(s)

  • Attends meetings and serves on committees as a representative of an executive team member

  • Works closely with VUIT human resources and executive team member(s) when human resource issues arise

  • Coordinates social activities, special events, and travel including airlines, hotels, and ground transportation

  • Acts as delegate in Oracle Cloud in order to compile and submit travel expense reports

  • Maintains complex calendars to ensure no conflicts exist and coordinates with other departments across the organization

  • Develops relationships with VU staff and faculty to deliver well organized outcomes

  • Serves as the point of contact and reacts to any business needs the executive team member may have

  • Initiates written communication on behalf of the executive team member

  • Researches topics and issues and compiles meeting materials and/or reports as needed by the executive team member for presentation to the vice chancellor of IT and other members of the executive team

  • Coordinates with VUIT leadership on timely resolution of issues presented to the executive team member

  • Anticipates the executive team member’s needs and brings together appropriate people and resources to support the executive team member in addressing issues

Project work:

  • Based upon the executive team member(s) they support, different varieties of project work are assigned as needed. Projects may also be assigned by the Manager of Administrative Support.

  • Projects will vary in subject matter, complexity, number of projects and length of project. They may also involve other members of the VUIT administrative team

Administrative management and business Details:

  • Serves as a departmental point of contact for the office building and is responsible for identifying and resolving any building issues in a timely manner

  • Tracks and orders supplies for the office building

  • Develops spreadsheets and databases to capture trends, expenses, etc.

  • Aids and consults departmental and external resources for proper routing of documents, transactions, and communications

  • Maintains an in-depth understanding, interpretation, and applicability of university policies and procedures as a departmental resource

Administrative functions:

  • Serves as backup point of contact when other members of the VUIT administrative team are out of the office or unavailable and familiarizes themselves with all members of the executive team and understands their varied perspectives on what is expected and needed by each of them

  • Works closely with members of the team on administrative assignments

  • Processes a considerable amount of confidential and sensitive information in support of administrative activities

  • Bachelor’s Degree or 5 years’ equivalent experience is necessary

  • Excellent Outlook calendaring skills are necessary

  • Knowledge of Word, Excel, PowerPoint is necessary

  • Organization skills are necessary

  • Ability to take initiative, multi-task, and work well under pressure is necessary

  • Working both independently and in a team setting is necessary

  • Upbeat, positive attitude is necessary

  • Advanced PowerPoint skills are preferred

  • Excellent verbal, written, and visual communication skills are preferred

  • Data Analysis skills are preferred

Commitment to Equity, Diversity, and Inclusion

At Vanderbilt University, we are intentional about and assume accountability for fostering advancement and respect for equity, diversity, and inclusion for all students, faculty, and staff. Our commitment to diversity makes us who we are. We have created a community that celebrates differences and lets individuality thrive. As part of this commitment, we actively value diversity in our workplace and learning environments as we seek to take advantage of the rich backgrounds and abilities of everyone. The diverse voices of Vanderbilt represent an invaluable resource for the University in its efforts to fulfill its mission and strive to be an example of excellence in higher education.

Vanderbilt University is an equal opportunity, affirmative action employer. Women, minorities, people with disabilities, and protected veterans are encouraged to apply.

Primary Location: United States-Tennessee-Nashville

Organization: 46100 - Office of the CIO: Business Affairs

Job: Administrative Professional Associates

Vanderbilt University is committed to principles of equal opportunity and affirmative action