Senior Administrative Assistant

1 day ago

Nashville, Tennessee, United States Vanderbilt University Full time
Job Summary

We are seeking a highly skilled and experienced Senior Administrative Assistant to join our team in the Office of General Counsel at Vanderbilt University. The successful candidate will provide administrative support to the Leadership team for Compliance Services and Risk Management, and will be responsible for a range of tasks including conference room scheduling, calendar management, project management, and document editing.

Key Responsibilities
  • Schedule meetings and reserve space as requested
  • Manage calendars of two leadership level staff within University Compliance Services and Risk Management
  • Provide calendaring, meeting scheduling and coordination, and editing documents and general project management
  • Organize project and routine departmental documents
  • Maintain recurring tasks and files including reports, professional development documentation, meeting minutes, and project schedules/task progress reports
  • Manage project deadlines by reminding team members of upcoming deadlines, milestones, etc.
  • Ensure that project/work unit related information is organized and accessible to team members and stakeholders; upload materials to document management system as needed
  • Develop relationships with Vanderbilt staff to deliver well-organized outcomes; make meaningful contributions to and represent the Vice Chancellor and OGC appropriately and professionally
  • Facilitate and encourage process improvements for the department
  • Maintain a current understanding of technologies implemented in the OGC as well as university technologies; always striving to learn new skills and promote the capabilities of the technology
  • Attend meetings and detail any action items to the appropriate resources post-meeting
Requirements
  • A high school diploma is required. A bachelor's degree from an accredited institution of higher education is preferred
  • At least 5 years of administrative assistant experience is required
  • Previous administrative experience is necessary
  • Outstanding interpersonal communication and collaboration skills to work effectively with a wide group of audiences including faculty, students, leadership, alumni, community groups, and law firms is required
  • Utmost adherence to confidentiality and business ethics; demonstrated outstanding judgment and discretion is required
  • Meticulous attention to detail is required
  • Thorough working knowledge and expertise of Microsoft Office suite of products is required
  • Demonstrated ability to work in a collaborative team environment is required
  • Willingness to proactively support change and rapidly learn new skills when the situation demands is required
  • Ability to take initiative, multi-task, get things done as the situation demands and work well under pressure is required
  • Resourceful and resilient; comfortable operating in a challenging and modern business environment is required
  • Honesty, with the highest personal and professional integrity is required
  • Project management experience
  • Experience in a legal office is preferred
  • Interest in broadening their knowledge of systems and processes to proactively increase their knowledge of law, operations, the OGC and Vanderbilt University to become a trusted advisor to the OGC team is strongly preferred

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