Executive Assistant

About the role

The Executive Assistant provides comprehensive high-level support to the Dean of the Vanderbilt Divinity School by managing the Dean's schedule, information flow, and constituent interactions. As a representative of the Dean, and in conjunction with the Director of Administration, this position must organize the flow of daily operations to ensure priorities are met. This position serves as a goodwill ambassador and is the first point of contact for the Office of the Dean.

Responsibilities

• Manages complex and frequently shifting calendars for the Dean and Associate Dean for Academic Affairs, exercising independent judgment in prioritizing appointments, resolving scheduling conflicts, and coordinating high-level meetings and events.
• Covers for the Associate Director of Communications, reviews and releases messages sent through the VDS faculty, staff, and VDS community Listservs for accuracy and appropriateness, reviewing with Divinity School leadership as needed.
• Serves as Guest Travel Coordinator for guests of the leadership team and faculty.
• Provides hiring information to departmental HCM Specialists for student workers assigned to the Dean’s Suite.
• Supervises Dean’s Suite student workers, delegating work appropriately and ensuring that tasks are completed in a satisfactory manner.
• Reviews and approves timecards for student workers.
• General Oversees daily administrative operations of the Dean’s Suite and Divinity administrative office, ensuring professional, organized, and efficient office functionality and responsiveness.
• Maintains operational readiness of shared administrative and faculty spaces, including oversight of office and hospitality supplies, faculty lounge and catering areas, office equipment functionality, and coordination of routine troubleshooting and service needs.
• In coordination with the Director of Administration, maintains effective and efficient day-to-day operation of Divinity’s administrative office.
• Advises and assists faculty with operational questions and general office policies under the guidance of the Director of Administration.
• Answers and manages the School’s main telephone line.
• Oversees the following student worker tasks, and provides backup as needed: provides audiovisual support to faculty and administration scans and photocopies documents delivers mail/packages to faculty and administration picks up and returns library books for faculty checks out keys to approved users distributes event materials throughout building sets up and cleans up events greets visitors to the Divinity School

Requirements

• A Bachelor’s degree from an accredited institution of higher education is necessary.
• At least 5 years directly relatable experience is necessary.
• Advanced proficiency in Microsoft Office Suite, Adobe Acrobat and popular content management systems (CMS) and ability to learn other platforms needed in role is necessary.
• Strong interpersonal and communication skills and the ability to work effectively and collegially with a wide range of constituencies in a diverse community is necessary.
• Ability to communicate effectively, both orally and in writing is necessary.
• Ability to make administrative decisions and judgments, independently or in collaboration with others, is necessary.
• Ability to perform complex tasks and to prioritize multiple projects is necessary.
• Excellent ability to organize and coordinate is necessary.
• Excellent initiative and follow-through are necessary.
• Ability to handle highly confidential materials is necessary.
• Ability to exercise independent judgment and function with a high degree of understanding of University and Divinity School policies and procedures is necessary.
• Records maintenance skills are necessary.
• Ability to prepare research reports and proposals is necessary.
• Ability to provide technical advice and information to staff in area of expertise is necessary.

Qualifications

• Advanced proficiency in Microsoft Office Suite, Adobe Acrobat and popular content management systems (CMS) and ability to learn other platforms needed in role is necessary.
• Strong interpersonal and communication skills and the ability to work effectively and collegially with a wide range of constituencies in a diverse community is necessary.
• Ability to communicate effectively, both orally and in writing is necessary.
• Ability to make administrative decisions and judgments, independently or in collaboration with others, is necessary.
• Ability to perform complex tasks and to prioritize multiple projects is necessary.
• Excellent ability to organize and coordinate is necessary.
• Excellent initiative and follow-through are necessary.
• Ability to handle highly confidential materials is necessary.
• Ability to exercise independent judgment and function with a high degree of understanding of University and Divinity School policies and procedures is necessary.
• Records maintenance skills are necessary.
• Ability to prepare research reports and proposals is necessary.
• Ability to provide technical advice and information to staff in area of expertise is necessary.

Skills

• Microsoft Office Suite
• Adobe Acrobat
• Popular content management systems (CMS)

Benefits

N/A

Pay

N/A

Schedule

N/A