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, providing administrative and organizational support for their departments. This includes project meeting coordination, calendar management, executive assistance, and project assistance as needed.

About You

Our ideal candidate is an organized, team-oriented professional who is excited to learn and work with the REFD leadership team. You have clear communication, excellent writing skills, and develop rapport within the department and partner departments across campus. You can work independently as necessary and have the know-how to navigate complicated calendars and assist the leadership team in preparing for upcoming events and meetings. You’ll be responsible for assisting with the REFD leadership team calendars, coordinating day-to-day meetings, preparing agendas and presentation materials, and arranging travel.

Key Functions & Expected Performance

Executive Support

• Working with the leadership team, ensure agendas and detailed briefing materials prepared by the project teams are complete and timely to ensure REFD leadership effectiveness in support of VU programs and projects.
• Ensure follow-up issues from leadership and project coordination meetings are competently completed by the project, design and contractor teams in a timely manner. Ensure the REFD Leadership and project teams are utilizing the correct/ latest version of important files and draft correspondence.
• Record key aspects and takeaways from critical meetings and leadership briefings.
• Assist with travel bookings via Concur system and processing expense reports within Oracle Cloud.
• Act as OneCard trustee, performs transactions reconciliation, and completes timely expense reports.
  
  

Complex Calendar and General Support Related Duties

• Serves as backup to the Senior Executive Secretary in maintaining calendar for the Chief Facilities Officer. Includes calendar for individual and group calendars and organizing large meetings.
• Coordinates leadership team calendars with a wide variety of VU stakeholders and external partners.
• Assists Senior Executive Secretary in maintaining the strategic Master Calendar, which includes Chancellor-sponsored meeting dates for Public Utilities Commission, Real Estate Forum, Capital Projects Review Committee, and critical Board of Trust meeting dates.
• Assists with recruitment searches, travel, and interview schedules.
  
  

Project Coordination

• Working with the leadership team, provide departmental project management and support as needed.
• Prepare presentation materials as needed.
• Prepare internal departmental documents as needed, including policies, procedures, employee handbooks and more.
• Demonstrate the ability to handle confidential and sensitive information with discretion.
• Assist BOC Administrative team with events, including luncheons, breakfasts, off-site retreats, etc.
  
  

Supervisory Relationships

This position does not have supervisory responsibilities. This position reports administratively and functionally to the Senior Executive Secretary of BOC.

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.