Executive Assistant

at  Vanderbilt University

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 serves in 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 employer that strives to create, foster and sustain opportunities as an employer of choice
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.
Vanderbilt University is an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or status as a protected veteran, or any other characteristic protected by law.
The Executive Assistant position will provide high-level communication support, project management, and organizational assistance within Development and Alumni Relations (DAR). The Executive Assistant will be responsible for, and serve as primary contact to, both internal and external constituents, prioritizing and handling requests on behalf of the assigned executive(s). This position is expected to exercise discretion regarding the confidential nature of prospect and donor information and ongoing departmental initiatives.
About the Work Unit:
The Department of Development and Alumni Relations (DAR) assists Vanderbilt University in securing the resources, both human and financial, that are required to achieve its mission and goals. The Department is responsible for the identification, cultivation, solicitation, and stewardship of individuals and organizations whose charitable objectives are consistent with those of Vanderbilt University’s teaching and research programs. You can visit our website for more information: https://www.vanderbilt.edu/dar/

EDUCATION AND CERTIFICATIONS:

• Bachelor’s degree, or the equivalent combination of education and work experience, is required.

Experience and Skills:

• Five years of relevant experience, or the equivalent education and work experience, is required.
• Superior verbal and written communication skills are required.
• Ability to exercise good judgment in the handling of confidential information.
• Ability to use current computer technology, such as MS Windows, Excel, Word, PowerPoint, etc.
• Capacity to learn how to navigate Vanderbilt’s donor management system, including running reports, tracking activity, inputting contact reports, etc.
• The ideal candidate will be a highly motivated, professional team player with courteous interpersonal skills and an excellent customer service attitude.
• Candidate must also have the capacity to perform in an intellectually rigorous and complex academic environment.
• The ability to apply sound judgment in all situations is required, as are excellent organizational skills with a meticulous attention to detail.
• Ability to work independently, take initiative, manage multiple projects simultaneously, meet deadlines, and adapt to changing priorities are essential.

• Independently draft and proofread professional memos, emails, and other correspondences, while processing and monitoring responses to broadcast emails related to projects led by the DAR Communications (DARComm) team
• Provide a considerable amount of confidential and sensitive information in support of departmental activities.
• Create and maintain data and records in accordance with department and University guidelines to document financial, planning, correspondence, procedures, processes, metrics, and other information reflecting departmental activities.
• Identify requests and determine viable solutions prior to presenting requests to the assigned executive(s).
• Ensure quality, consistency, and effectiveness of all communications.
• Assist with various administrative elements of the DARComm team’s issues management and crisis communication process
• Deliver timely reminders concerning deadlines.
• Prepare PowerPoint presentations, talking points, and other meeting deliverables on behalf of AVCs