Executive Coordinator

Executive Coordinator

The Division of Real Estate, Facilities and Development ("REFD") budget exceeds $150 million in operating expenses and includes 600 employees. REFD manages major capital project expenditures totaling ~$300 million annually and facility renewal, replacement and large maintenance project expenditures totaling ~$20 million annually. The Business Operations Center (BOC) provides support to the division, specifically regarding the areas of Finance, Employee Relations, Systems, Communications and General Administration. REFD departments include BOC, Maintenance & Operations (VUMO), Planning, Design, and Construction (PDC), Real Estate, and Environmental Health, Safety and Sustainability (EHSS).

As the Executive Coordinator, you will join the Vanderbilt REFD team located in Nashville, TN, a world-class city on the rise, with cosmopolitan flair, and small-town appeal. As you settle in for the day, your activities might range from coordinating meetings to working directly for the REFD leadership team. This individual will join Vanderbilt University REFD as VU embarks on the most dynamic growth and development phase of its long and remarkable history.

The Executive Coordinator primarily supports the Vice Chancellor for REFD's leadership team, primarily the Assistant Vice Chancellors for VUMO and PDC and Executive Directors of BOC and Real Estate, acting as an operational partner to leadership, ensuring priorities and initiatives are advancing. This includes project meeting coordination, calendar management, executive assistance, and project assistance as needed.

Our ideal candidate is an organized, team-oriented professional who is excited to learn and work with the REFD leadership team. You have clear communication, excellent writing skills, and develop rapport within the department and partner departments across campus. You are proactive and forward-thinking, with the ability to anticipate needs and take initiative. You are comfortable managing multiple priorities in a fast-paced, dynamic environment. You have the know-how to navigate complicated calendars and assist the leadership team in preparing for upcoming events and meetings. You'll be responsible for supporting the coordination and execution of key initiatives and leaders by managing REFD leadership team calendars, coordinating meetings, coordinating projects and work product, preparing agendas and presentation materials, and arranging travel.

Key Functions & Expected Performance:

• Proactively prepare leaders for upcoming meetings by anticipating needs, identifying gaps, and ensuring materials are prepared and distributed.
• Synthesize meeting discussions into clear next steps, tracking action items, following up independently or ensuring follow-up occurs.
• Assist with travel bookings via Concur system and processing expense reports within Oracle Cloud.
• Act as OneCard trustee, performs transactions reconciliation, and completes timely expense reports.

• Manage and strategically prioritize leadership team calendars to align with evolving priorities and organizational goals. Evaluate purpose of meeting and proactively ensure the correct participants and materials are present.
• Coordinate complex and large meetings across internal university stakeholders and external stakeholders.
• Anticipate scheduling challenges and conflicts and work to proactively resolve.
• Serves as backup as needed when other administrative staff are out of office.
• Assists with recruitment searches, travel, and interview schedules.

• Provide departmental project management and support as needed.
• Prepare presentation materials, particularly cross-functional efforts to ensure alignment and timely execution.
• Support development and tracking of dashboards, trackers, and reporting mechanisms.
• Prepare internal departmental documents as needed, including policies, procedures, employee handbooks and more.
• Demonstrate the ability to handle confidential and sensitive information with discretion.
• Assist BOC Administrative team with events, including luncheons, breakfasts, off-site retreats, etc.

This position does not have supervisory responsibilities. This position reports administratively and functionally to the Associate Vice Chancellor and Chief of Staff.

Education and Certifications:

• A bachelor's degree from an accredited institution of higher education is preferred.

Experience and Skills :

• At least four years relevant experience is strongly preferred.
• Working knowledge of Outlook, Word, Excel, Adobe Acrobat and general web-based systems is required.
• Strong organizational skills, with an emphasis on managing multiple tasks and proven capability to meet deadlines is required.
• Effective oral and written communication skills is required.
• Excellent interpersonal skills are required.
• Experience managing multiple calendars and/or complex calendars is preferred.

Required Skills

• Corporate Travel Management - VU
• Discretion - VU
• Editing - VU
• Event Planning - VU
• Expense Management - VU
• Process Improvement - VU
• Project Coordination - VU
• Purchasing - VU
• Records Management - VU
• Relationship Management - VU
• Strategic Prioritization - VU

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.

Job Info

• Job Identification 10008413
• Locations Nashville, TN, United States (On-site)
• Job Schedule Full time
• Job Category University Operations
• Job Function Administrative Support
• Management Level Individual Contributor 2