Executive Assistant, Development and Alumni Relations (Athletics)

The Executive Assistant position will provide high-level communication, project, 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, prioritize and handle 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.

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.

Work Environment: This role is required to be on campus full-time.

Duties and Responsibilities

Reporting to the Executive Director of Development, Athletics, this position will be responsible for providing high-level support for the assigned team.

• Independently draft professional memos and correspondence, and/or proofread correspondence.

• Provide a considerable amount of confidential and sensitive information in support of departmental activities.

• Create and maintain data and records (per department and University guidelines) to document financial, planning, correspondence, procedures, processes, metrics, and other information necessary to reflect departmental activities.

• Identify requests and determine viable solutions prior to presenting requests to the assigned executive(s).

• Assure quality, consistency, and effectiveness of all communications.

• Deliver timely reminders concerning deadlines.

• Prepare power point presentations and other meeting deliverables.

Scheduling

• Schedule meetings and handle all logistics, including communications with staff, planning and distribution of agenda, and conference room set up.

• Plan and schedule work priorities in accordance with project goals, objectives, and deadlines.

• Manage busy and shifting calendars for the assigned executive(s), including scheduling, and coordinating meetings, conferences, and interviews while applying good judgement in determining priorities.

• Research topics and issues and compiles meeting materials and/or reports as needed for the team.

• Responsible for coordinating travel arrangements, including all logistics; utilizing Concur travel system or other travel options when appropriate and approved

Events/Meetings

• Work with the DAR Development Event team on logistics for events sponsored by or involving executive.

• Identify, research, and select the facilities necessary for meetings, working with the DAR Development Events team when appropriate.

Budget

• Manage travel reimbursements though the Concur travel system.

• Monitor monthly budget report.

• Procurement of services, supplies, and equipment, according to University Purchasing policies and guidelines.

• Assist with the review of vendor contracts, if applicable.

Projects

• Follow up with problem resolution for the team.

• Anticipate needs of the leadership team and provide appropriate resources for resolution.

• Maintain an in-depth understanding, interpretation, and applicability of university policies and procedures as a departmental resource.

• Work on high-level projects as assigned and be independently empowered to make decisions to resolve problems brought forth.

• Collaborate closely with executive to device strategies that will contribute to the continuous improvement of their respective area.

• Collect, track, and create reports on metrics and data measuring success levels for key initiatives.

• Coordinate the end-of-fiscal year performance evaluation process for assigned leader.

• Review, analyze, and research trends and recommend strategies to support decision making process

• Assist in managing workflow and office operations.

• Manage and compile ad hoc data for special projects and/or reports as needed.

• Provide input into the establishment of departmental goals and objectives.

• Serves as a resource for general inquiries from DAR staff.

• Other duties as assigned.

Supervisory Relationships: This position does not have supervisory responsibility. This position reports directly to the Executive Director of Development of Athletics and receives additional support and communication from the Director of Development Administration Services to keep this role connected and coordinated with the broader administrative team.

Qualifications

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

• 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.

• Values the importance of equity as an organizational operating principle and is committed to equity, diversity, and inclusion.

LI-ONSITE

Commitment to Equity, Diversity, and Inclusion At Vanderbilt University, we are intentional about and assume accountability for fostering advancement and respect for equity, diversity, and inclusion for all students, faculty, and staff. Our commitment to diversity makes us who we are. We have created a community that celebrates differences and lets individuality thrive. As part of this commitment, we actively value diversity in our workplace and learning environments as we seek to take advantage of the rich backgrounds and abilities of everyone. The diverse voices of Vanderbilt represent an invaluable resource for the University in its efforts to fulfill its mission and strive to be an example of excellence in higher education. Vanderbilt University is an equal opportunity, affirmative action employer. Women, minorities, people with disabilities, and protected veterans are encouraged to apply.