Senior Executive Assistant
Senior Executive Assistant
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Job Description
Position Summary:
The Senior Executive Assistant is an essential team member within the Office of the Chancellor responsible for tasks and activities related to the Chancellors calendar daily operations and correspondence. This position requires coordinating complex and confidential issues. The work encompasses standardized office support assignments and administrative duties involving strategic decision-making and sound judgment. The ability to prioritize and manage a variety of sensitive tasks simultaneously is critical. The position is a full-time on-campus position and a key member of a collaborative and fast-paced team.
About the Work Unit:
The Office of the Chancellor at Vanderbilt University is dedicated to realizing the Universitys vision through effective management and strategic initiatives. The unit reflects the core values and mission of the university addressing complex issues across the institution and collaborating closely with the Board of Trust.
Key Functions and Expected Performance:
Provide calendar management for the Chancellor ensuring effective coordination with internal and external stakeholders.
Manage and maintain contact lists listservs etc. for the Chancellor.
Prepare and distribute meeting materials manage logistics and prepare reports and briefings as needed.
Prepare correspondence for the Chancellor as needed.
Track administrative items for the Chancellor.
Implement and maintain efficient filing systems (both electronic and physical) to ensure easy access to documents and reports.
Provide confidential administrative assistance to the Chancellor.
Collaborate with other colleagues within the Office of the Chancellor to provide excellent administrative support to the Chancellor.
Establish and maintain relationships with external and internal partners to maximize the effectiveness of the office.
Perform related duties as assigned by the Chancellor and Chief of Staff.
Supervisory Relationships:
This position does not have supervisory responsibility; this position reports administratively and functionally to the Chief of Staff.
Education and Certifications:
A Bachelors degree from an accredited institution of higher education is required.
Experience and Skills:
At least ten years of experience providing support to executive administrators and management is necessary.
Work with confidential information and keeping that information confidential is necessary.
Excellent written and multitasking abilities are necessary.
Excellent knowledge of Microsoft Office especially Outlook suite of products is necessary.
Strong knowledge of Salesforce is preferred.
Strong abilities and experience in operations process management execution and tracking are necessary.
Professional attitude and considerable tact persuasion and judgment in interactions with internal and external constituents is necessary.
Demonstrated ability to work in a team setting is necessary.
Willingness to rapidly learn new skills when the situation demands it is necessary.
Comfort operating in a challenging business environment is necessary.
Honest with the highest personal and professional integrity is necessary.
Excellent customer service skills are necessary.
Comfort with new technology systems and upgrades as they arise is necessary.
Ability to navigate political or other situations that require discretion and tact is necessary.
Higher education experience and knowledge of organization structure is preferred.
Required Experience:
Senior IC
Employment Type
Full-Time
