Executive Assistant

The Executive Assistant is part of the Office of the Vice Provost for Research and Innovation (OVPRI) at Vanderbilt University and is a key individual contributor responsible for providing high-level, strategic administrative and operational support to the Vice Provost for Research and Innovation (VP-RI). The role manages complex scheduling, travel, and meeting logistics, prepares confidential briefing materials, and supports the successful execution of key strategic initiatives by coordinating multiple activities in a fast paced environment with minimal supervision. 

Duties range from standardized office support assignments to performance of administrative duties involving high-level decision-making and judgment, including managing walk-in and phone interactions; screening and responding to incoming correspondence; preparing meeting notes, written reports, and slide decks that support leadership decision-making; providing administrative and project support to other staff in the Office of the Vice Provost for Research and Innovation as needed; and handling day-to-day problems and challenges in those areas. Reporting directly to the Vice Provost for Research and Innovation (VP-RI), this position requires advanced interpersonal skills to develop and maintain professional relationships across the university, particularly with other administrative staff across our schools and colleges including those in offices of the deans, vice provosts, and vice chancellors, as well as faculty, senior management, staff, students, parents, board members, and the public. Additionally, the position requires a high level of technical skill, the ability to work autonomously, and agility in coordinating multiple activities in support of a
busy office, including dealing with information that is confidential in nature. The Executive Assistant is expected to maintain an extensive understanding of University and Provost’s office policies and procedures and to promote a collaborative and respectful campus environment.

About the Work Unit:
The goal of the Office of the Vice Provost for Research and Innovation is to promote Vanderbilt’s distinctive research culture, which aspires to improve the human condition through path-breaking discovery and innovation. In addition to overseeing the university’s research portfolio, the VP-RI also oversees the implementation of the university’s new future vision and trans-institutional strategies and works closely with the Provost, academic Deans, Vice Provosts, and faculty at large to advance the quality of research and scholarship university-wide. The Office develops strategies and provides services to enhance extramural support for research from all sources including corporate, foundation, federal, and philanthropic; advance a cohesive and vibrant trans-institutional research agenda; and build strategic partnerships around shared priorities in research. The VP-RI works with the Vanderbilt University Research Council in advocating for the research and scholarship missions of all disciplines at Vanderbilt.

Key Functions and Expected Performance:

• Coordinate busy and shifting calendars to include scheduling and coordinating meetings, while applying good judgment in determining priorities. This includes managing recurring, ad-hoc, and committee meetings with internal and external participants.
• Responsible for managing travel arrangements for the Vice Provost including airline and hotel reservations, ground transportation, meeting arrangements, and expense reports.
• Coordinate logistical arrangements for meetings including space reservations, catering, audio/visual needs, equipment set-up, and communication with meeting attendees. Assist with events, including those that may occasionally occur outside working hours.
• Serve as the first point of contact for guests and welcoming guests to the office, including answering phones, responding to phone/in person/email inquiries, screening calls, and handling related issues as they arise. Serve as an extension of the Vice Provost to members of the Vanderbilt community as well as external communities.
• General office management, including processing incoming and outgoing mail, photocopying, printing/scanning documents, ordering supplies, and overseeing general tidiness of office space. Coordinate with VUIT and other internal or external service teams on equipment maintenance for copier, audio/visual equipment, printers, and computers.
• Alone or in collaboration with the Director of Research Strategy and Projects, prepare briefings, agendas/itineraries, and other materials for meetings, appointments, and events, including triaging issues the Vice Provost needs to address.
• Alone or in collaboration with the Director of Research Strategy and Projects, compose and draft letters and other formal written materials. Demonstrate strong verbal and writing skills, including business letter and memo composition, proofreading, agenda preparation, and taking cogent and concise meeting minutes.
• Clerical assistance, including filing and maintenance of paper and electronic files of a sensitive nature including application and personnel files. Review policies and processes and recommend changes as appropriate.
• Demonstrate strong technical skills and ability and quickly learn and utilize new technology as needed with a goal towards streamlining and improving operations. This includes utilizing artificial intelligence as appropriate, Microsoft Outlook Email and Calendar applications, Excel, PowerPoint, Word, Teams, scheduling software (e.g., Doodle), etc., in support of the OVPRI, as well as developing spreadsheets, gathering appropriate information, querying databases, and updating records when necessary.
• Support the fast-paced culture of the OVPRI and its many special projects, including quickly learning how the office functions and who the various team members and partners are along with their roles, as well as appropriately engaging in projects. Take initiative to resolve issues or use the knowledge of senior staff members and other university departments for issue resolution when appropriate. Demonstrate a consistently collaborative, teamwork-oriented
  approach to the role and working with other OVPRI staff members, and coordinate with staff from all units in the Vice Provost’s area.
• Prepare expense reports as assigned and initiate purchase requisitions for disbursements and payment requests. Perform administrative duties of a highly complex, detailed, and confidential nature, and maintain confidentiality regarding communication and information received/gathered in office.
• Other duties as assigned.

Education and Certifications:

• A Bachelor’s degree from an accredited institution of higher education is required.
• A Master’s degree from an accredited institution of higher education is preferred.

Experience and Skills:

• Minimum of five to seven years of relevant experience is required.
• Excellent interpersonal and communication skills (verbal and written) and the ability to work effectively with a wide range of constituencies in a diverse community.
• Critical thinking skills as well as the ability to work successfully with minimal supervision and exercise independent thinking and judgment.
• Ability to prioritize and manage urgent tasks in a complex, fast-paced environment.
• Working knowledge of Higher Education. Office management experience.
• Proficiency in word processing and data entry (e.g., Word, Excel, PowerPoint).
• Highly organized and well-coordinated.