Executive Assistant to the Dean

4 days ago

Nashville, Tennessee, United States Vanderbilt University Full time
Job Title: Executive Assistant to the Dean

About the Role:

The Executive Assistant to the Dean provides high-level administrative support to the Dean of the Owen Graduate School of Management at Vanderbilt University. This role involves managing the Dean's schedule, mailbox, and communications, as well as coordinating meetings, events, and travel arrangements. The successful candidate will have exceptional organizational and time-management skills, with the ability to work independently and prioritize tasks effectively.

Key Responsibilities:

Executive Support:
  • Manage the Dean's schedule, including meetings, events, and travel arrangements.
  • Coordinate and prepare meeting agendas, materials, and logistics.
  • Act as a gatekeeper, prioritizing access to the Dean and ensuring timely reminders for deadlines.
  • Keep the Dean informed of critical issues, commitments, and deadlines.
Scheduling and Calendar Management:
  • Manage and oversee the Dean's complex calendar, ensuring effective prioritization of commitments.
  • Organize recurring meetings, strategic planning sessions, and special events.
  • Send reminders and follow-ups for upcoming deadlines and important dates.
Office Management and Communication:
  • Provide excellent customer service, greeting and directing visitors as needed.
  • Maintain confidentiality and handle sensitive information with discretion.
  • Assist in organizing the Dean's written and digital correspondence, ensuring timely and appropriate responses to emails and communications.
  • Facilitate communication between the Dean's Office and faculty, staff, students, and external stakeholders.
Travel Planning, Finance, and Project Management:
  • Coordinate the Dean's and visitors' travel arrangements, including booking and confirming logistics.
  • Prepare travel portfolios with itineraries and briefings.
  • Handle expense reports, reimbursements, and purchasing for the Dean, ensuring compliance with university financial policies and procedures.
Qualifications:

Bachelor's degree required or equivalent experience in an executive support role. Minimum of 5 years of experience providing high-level administrative support, ideally in an academic environment. Exceptional organizational and time-management skills, with the ability to work independently and prioritize tasks effectively. Strong written and verbal communication abilities, with proficiency in Microsoft Office Suite and other relevant software. Ability to work in a fast-paced environment, with a high level of professionalism, discretion, and confidentiality. Exceptional interpersonal abilities and a commitment to superior customer service.

About Vanderbilt University:

Vanderbilt University is a community of talented and diverse staff and faculty, committed to advancing knowledge and transforming lives. Located in Nashville, Tennessee, on a 330+ acre campus and arboretum, 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 through working and growing together as a community of communities, providing a work environment where every staff and faculty member can be their authentic and best self, and encouraging development, collaboration, and partnership both internally and externally.

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