Executive Coordinator

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.
• Complex Calendar and General Support
• Avoidance of scheduling challenges and conflicts, and work to proactively resolve.
• 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.
• 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.
• Aid BOC Administrative team with events, including luncheons, breakfasts, off-site retreats, etc.

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.