Executive Assistant to the Dean, College of Connected Computing at Vanderbilt University

Nashville, Tennessee, United States -

Full Time

Start Date

Immediate

Expiry Date

01 Jan, 26

Salary

0.0

Posted On

03 Oct, 25

Experience

5 year(s) or above

Remote Job

Yes

Telecommute

Yes

Sponsor Visa

Skills

Organizational Skills, Multitasking, Problem-Solving, Communication, Interpersonal Skills, Professionalism, Discretion, Microsoft Outlook, Microsoft Office, Verbal Communication, Written Communication, Visual Communication, Records Maintenance, Confidentiality, Office Management, Clerical Support

Industry

Higher Education

Description

The Executive Assistant is an essential and highly valued member of the College of Connected Computing (CCC) at Vanderbilt University directly supporting the inaugural Dean. This role is critical to the effective functioning and success of the Dean’s Suite, providing high-level support to office leadership and serving as the primary liaison for internal and external stakeholders. The person will report to the Chief of Staff of the CCC. The Executive Assistant ensures the smooth operation of the Dean’s office, managing daily administrative activities with precision and efficiency. Core responsibilities include high-level communication, task coordination, and clerical support. The role also encompasses general administrative duties essential to the office’s daily workflow, such as procurement, receiving and managing deliveries, and preparing and submitting expense reports. Additionally, this role requires handling sensitive and confidential information with the utmost professionalism and discretion. Acting as a trusted partner to CCC leadership, the Executive Assistant prioritizes and manages requests, including scheduling, email coordination, meeting planning, and travel arrangements. This full-time, on-campus position is benefits-eligible and ideal for a dedicated professional who thrives in a collaborative and dynamic environment. The ideal candidate will possess exceptional organizational skills, the ability to multitask effectively, and a proactive approach to problem-solving. The Executive Assistant’s contributions are pivotal to advancing the administrative functions and strategic initiatives of the CCC, making this position integral to the College’s success. About Vanderbilt University: Vanderbilt is a renowned private institution founded in 1873 located a little more than a mile from downtown Nashville, TN. The university’s students, faculty, staff and visitors frequently cite Nashville as one of the perks of Vanderbilt. VU is a place where your expertise will be valued, your knowledge expanded, and your abilities challenged. It is a place where your diversity is sought and celebrated. It is a place where employees know they are part of something that is bigger than themselves, take exceptional pride in their work and never settle for what was good enough yesterday. About the College of Connected Computing: To provide more students with the skills and credentials needed in a society shaped by technology, Vanderbilt is establishing the College of Connected Computing, the university’s first new college in 40 years. The new, interdisciplinary college will advance breakthrough discoveries and strengthen computing education for every one of our students through a “computing for all” approach. The College of Connected Computing’s teaching and research in AI, data science and other disciplines will advance those fields and support students and faculty in every one of Vanderbilt’s schools and colleges. Through the College of Connected Computing, every student and faculty member will have the opportunity to develop fluency in today’s essential technology and to use it to excel in any area they are studying. Key Functions: • Administrative Support: Provide comprehensive administrative support to the Dean’s Suite, including managing calendars, organizing meetings, and handling email correspondence. • Daily Preparation: Draft summaries and briefing materials for leaders within the CCC. • Stakeholder Engagement: Serve as the primary point of contact and maintain open lines of communications with different departments and external entities. • Logistical Coordination: Assist in coordinating logistics for meetings, and travel, including arranging all necessary accommodations for the activity. • Confidentiality: Handle sensitive and confidential information as necessary. • Office Management: Oversee general office management and clerical tasks such as copying, printing documents, maintaining office supplies, and filing records according to university policies. • Communication: Draft, proofread, and disseminate professional correspondence and communications to internal and external constituents. • Administrative Reporting: Prepare and submit expense reports, manage procurement, and sign for deliveries. • Professional Service: Greets visitors and guests to the Office of the Dean and provides the highest level of professional service. • Other Duties: Perform other duties as assigned, ensuring flexibility and adaptability in supporting the Dean and the office's dynamic needs. What We’re Looking For • Exceptional organizational and multitasking abilities. • A proactive mindset and strong problem-solving skills. • Excellent communication and interpersonal skills. • A commitment to professionalism, discretion, and delivering high-quality work. • Advanced proficiency in Microsoft Outlook for calendaring is required. • Proficiency in Microsoft Office (Word, Excel, PowerPoint) is required. • Proven ability to work independently and collaboratively in a team setting. • Excellent verbal, written, and visual communication skills. • Ability to handle confidential information with discretion. • Experience with records maintenance or archival practices is preferred. What You’ll Gain This full-time, on-campus role offers a unique opportunity to be part of the inaugural CCC team, shaping the future of Vanderbilt’s newest college. As a benefits-eligible position, you’ll join a supportive and forward-thinking community where your contributions will directly impact the College’s strategic initiatives and administrative excellence. Education Requirements: • An associate or bachelor’s degree from an accredited institution of higher education is preferred. • At least 8 years of directly comparable experience is preferred. • At least 5 years of directly comparable experience is required. About Us At Vanderbilt University, our work - regardless of title or role - is in service to an important and noble mission in which every member of our community contributes to advancing knowledge and transforming lives on a daily basis. Located in Nashville, Tennessee, on a 330+ acre campus and arboretum dating back to 1873, Vanderbilt is proud to have been named as one of “America’s Best Large Employers” as well as a top employer in Tennessee and the Nashville metropolitan area by Forbes for several years running. We welcome those who are interested in learning and growing professionally with an institution that strives to create, foster and sustain opportunities as an employer of choice through: • Working and growing together as a community of communities... we are One Vanderbilt. • Providing a work environment where every staff and faculty member can be their authentic and best self, while providing the resources and opportunities to learn and grow. • Encouraging development, collaboration and partnership both internally and externally while fostering the value that every member of the Vanderbilt community can lead and grow regardless of title or position. We understand you have a choice when choosing where to work and pursue a career. We understand you are unique and have a story. We want to hear it. We encourage you to apply today so that you might become a part of our story.

Responsibilities

The Executive Assistant provides high-level administrative support to the Dean’s Suite, ensuring smooth operations and effective communication with stakeholders. Responsibilities include managing calendars, coordinating meetings, and handling sensitive information with discretion.