Executive Assistant

Position Summary:
The Executive Assistant is a key individual contributor responsible for assisting the Chancellor’s
Executive Director for Science and Technology Strategy (Chancellor’s Executive Director) with
all scheduling, travel arrangements, and preparation of briefing materials along with
management of day-to-day administrative support activities for the Science and Technology
Strategy team. Duties range from standardized office support assignments to performance of
administrative duties involving high-level decision making and judgement, including screening
and responding to incoming correspondence; preparing meeting notes, written reports, and
PowerPoint decks; providing administrative and project support to other staff on the Science and
Technology Strategy team as needed; and handling day-to-day problems and challenges in
those areas. Reporting directly to the Chancellor’s Executive Director, this position requires
advanced interpersonal skills to develop and maintain professional relationships across the
university, particularly with other administrative staff across Vanderbilt University’s schools and
colleges including those in the offices of the Chancellor, Provost and other vice chancellors, vice
provosts, and deans, as well as faculty, board members, and external partners. Additionally, the
position requires the ability to work autonomously, agility in coordinating multiple activities
simultaneously, and dealing with information that is confidential in nature. The Executive
Assistant is expected to maintain an extensive understanding of University and Chancellor’s
office politics and procedures.

About the Work Unit:
The Science and Technology Strategy team reports to the Chancellor’s Executive Director for
Science and Technology Strategy and is charged with advancing Vanderbilt University’s
Chancellor’s institutional goals and priorities for science and technology development in areas
including but not limited to energy innovation, defense and national security, health sciences
and biotechnology, and quantum and AI technologies. In service of this mission, the
Chancellor’s Executive Director and the Science and Technology Strategy team work closely
and collaboratively with the Chancellor, the Chancellor’s chief-of-staff and other key team
members in the Chancellor’s office, as well as senior leaders from across the institution
including the Vice Chancellors, Provost, Vice Provosts, and deans.

Key Functions and Expected Performance:
•  Coordinates busy and shifting calendars to schedule and support meetings (recurring, ad hoc, 
committee, etc.) with both internal and external participants. Applies excellent judgment in 
determining priorities.
•  Manages travel arrangements for the Chancellor’s Executive Director including airline and hotel 
reservations, ground transportation, meeting arrangements, and expense reports.
•  Coordinates logistical arrangements for meetings including space reservations, catering, 
audio/visual needs, equipment set-up, and communication with meeting attendees. Assists with 
events, including those that may occur outside working hours on occasion.
•  Provides general administrative management for the Science and Technology Strategy team 
including processing mail and calls; printing and copying documents; ordering supplies; and 
handling related issues as they arise.
•  Coordinates with VUIT and other internal or external service teams on equipment maintenance for 
copier, audio/visual equipment, printers, and computers in use by the Science and Technology 
Strategy team.
•  Independently or in collaboration with the Science and Technology Strategy team Director of 
Projects or Project Manager, prepares briefings, agendas/itineraries, and other materials for 
meetings, appointments, and events, including triaging issues that the Chancellor’s Executive 
Director needs to address.
•  Independently or in collaboration with the Science and Technology Strategy team Director of 
Projects or Project Manager, composes and drafts formal written materials such as business letters, 
memos, and agendas; proofreads and formats similar documents and PowerPoint presentations prepared 
by other team members; takes cogent and concise meeting minutes; and follows up on select action 
items and deliverables.
•  Reconciles non-payroll budget expenses including researching and resolving discrepancies, 
preparing expense reports, and initiating systems input for disbursements and payment requests.
•  Communicates effectively and efficiently with parties within and outside the university, 
including high-profile collaborators and partners. Demonstrates a consistently collaborative, 
teamwork-oriented approach.
•  Demonstrates strong technical skills including familiarity with project management software 
(e.g., Teams) and the ability to quickly learn and utilize new technologies as needed.
•  Maintains an extensive understanding of the university’s policies and procedures as well as the 
university’s goals and priorities in science and technology strategy.
•  Performs administrative and clerical duties of a complex, detailed, and confidential nature;  demonstrates excellent discretion and judgement; and maintains confidentiality of sensitive  information (e.g., information related to confidential projects).

Supervisory Relationships:
This position does not have supervisory responsibility. This position reports functionally to the 
Chancellor’s Executive Director for Science and Technology Strategy and administratively to the 
Director of Projects for Science and Technology Strategy.

Education and Certifications
•  A Bachelor’s degree from an accredited institution of higher education is required.

Experience and Skills:
•  Minimum of five years’ experience in an office environment is required.
•  Excellent verbal and written communication skills with meticulous attention to detail. Highly 
organized and well-coordinated.
•  Critical thinking skills as well as the ability to work successfully with minimal supervision 
and exercise independent thinking and judgment.
•  Advanced interpersonal skills to develop and maintain professional relationships within the 
university and communicate effectively with external representatives and partners.
•  Ability to take initiative and multi-task, work well under pressure, meet deadlines, adapt to 
changing priorities, and willingness to rapidly learn new skills as needed.
•  Ability to work effectively with a wide range of constituencies within a complex and fast-paced 
organizational environment demanding high energy, discretion, patience,
enthusiasm, and humor.

 

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.