Executive Assistant

Provides high-level communication support, project management, and organizational assistance within Development and Alumni Relations (DAR). Serves as primary contact for both internal and external constituents, prioritizing and handling requests on behalf of assigned executive(s). Exercises discretion regarding confidential prospect and donor information and ongoing departmental initiatives.

About the Work Unit

The Department of Development and Alumni Relations (DAR) assists Vanderbilt University in securing the resources, both human and financial, required to achieve its mission and goals. The department is responsible for the identification, cultivation, solicitation, and stewardship of individuals and organizations whose charitable objectives align with Vanderbilt University’s teaching and research programs. Learn more about DAR.

Responsibilities

• Report to the Director of Administrative and Facility Services, providing high-level support to the Assistant Vice Chancellor, Development Communications, Internal Communications and Services, and Executive Director, Donor Relations and Events. Serve as backup for other administrative support team members as needed.
• Independently draft and proofread professional memos, emails, and other correspondence; process and monitor responses to broadcast emails related to Communications team projects.
• Handle confidential and sensitive information in support of departmental activities.
• Maintain organized systems for files, records, and documentation to support team efficiency and continuity in accordance with department and University guidelines.
• Record donor interactions, including communications and meetings, in VandyQuest (VQ) to ensure accurate tracking of engagement history; run and analyze reports from VQ to support data-informed outreach and stewardship.
• Identify requests and determine viable solutions prior to presenting them to assigned executive(s).
• Coordinate with internal teams and external contacts to ensure quality, consistency, effectiveness, and timely communication and follow-through on requests.
• Assist with administrative elements of the Communications team’s issues management and crisis communication process.
• Track action items and follow up as needed to ensure completion of tasks and next steps.
• Prepare PowerPoint presentations, talking points, and other meeting deliverables.
• Schedule meetings and handle all logistics, including communications with staff, planning and distribution of agendas, and conference room setup.
• Plan and schedule work priorities in accordance with project goals, objectives, and deadlines.
• Manage complex and shifting calendars for assigned executive(s), exercising sound judgment in prioritizing requests and resolving conflicts.
• Research topics and issues, compiling meeting materials, action item lists, and/or reports as needed for assigned teams.
• Coordinate travel arrangements, including all logistics, utilizing the Concur travel system or other approved travel options.
• Coordinate meeting agendas and materials, solicit agenda items, provide agendas one day in advance, and take and distribute meeting notes.
• Work with the DAR Development Events team on logistics for events sponsored by or involving executive(s).
• Identify, research, and select facilities for meetings, collaborating with the DAR Development Events team when appropriate.
• Plan and coordinate Communications team retreats, 1-2 times per year.
• Manage expense reimbursements through Oracle.
• Monitor budget reports, team expenditures, and the Communications freelance budget balance.
• Handle procurement of services, supplies, and equipment, entering purchase orders according to University Purchasing policies and guidelines. Monitor stock levels of materials and assist with reordering as necessary.
• Assist with the review of vendor contracts and ensure compliance with Vanderbilt guidelines, including obtaining multiple quotes, completing Professional Services Request and Supplier Justification forms.
• Follow up on problem resolution for teams.
• Anticipate needs of the leadership team and provide appropriate resources for resolution.
• Maintain an in-depth understanding, interpretation, and applicability of university policies and procedures as a departmental resource.
• Work on high-level projects as assigned, empowered to make independent decisions to resolve problems.
• Assist with managing teams’ presence on the DAR intranet.
• Compile submitted content for the DAR All Hands newsletter.
• Develop working knowledge of the Wrike project management system to provide backup support by entering new tasks and updating project information.
• Track Communications proposal closures in VandyQuest and document requested vs. received amounts in Wrike.
• Collaborate closely with executives to devise strategies for continuous improvement in their respective areas.
• Collect, track, and create reports on metrics and data measuring success levels for team OKRs and other key initiatives.
• Coordinate the end-of-fiscal-year performance evaluation process for assigned leader.
• Review, analyze, and research trends, recommending strategies to support the decision-making process.
• Assist in managing workflow and office operations.
• Manage and compile ad hoc data for special projects and/or reports as needed.
• Provide input into the establishment of departmental goals and objectives.
• Serve as a resource for general inquiries from DAR staff.
• Perform other duties as assigned.

Work Environment

This is a hybrid position, working in the office approximately one day per week or more, depending on business needs. The role is located in the Nashville, TN area.

Supervisory Relationships

This position does not have supervisory responsibility. It reports administratively to the Administrative Support Manager and functionally to the assigned team(s).

Qualifications

• Bachelor’s degree or equivalent combination of education and work experience is required.
• Five years of relevant experience or equivalent education and work experience is required.
• Superior verbal and written communication skills.
• Ability to exercise good judgment in handling confidential information.
• Proficiency with current computer technology, such as MS Windows, Excel, Word, PowerPoint, etc.
• Capacity to learn Vanderbilt’s donor management system (VandyQuest), including running reports, tracking activity, and inputting contact reports.
• Highly motivated, professional team player with courteous interpersonal skills and an excellent customer service attitude.
• Ability to perform in an intellectually rigorous and complex academic environment.
• Strong organizational skills with meticulous attention to detail.
• Ability to work independently, take initiative, and manage multiple priorities simultaneously while meeting deadlines.