Executive Assistant

Executive Assistant Position

The Institute of National Security at Vanderbilt University seeks a highly organized, proactive, and detail-oriented Executive Assistant to support the Director of Operations with daily administrative needs in a fast-paced and mission-driven environment. This individual will manage scheduling, coordinate logistics and support operational priorities in support of the team and Institute leadership.

The ideal candidate is adaptable and able to anticipate needs while operating with minimal oversight. This role requires strong organizational skills, attention to detail, professionalism, and the ability to work collaboratively across the University and with external stakeholders in Academia, the public and private sectors.

This position operates in a hybrid work environment with a general expectation of three in-office days per week in the Nashville, Tennessee Vanderbilt University Campus. However, in-person presence may increase based on operational needs, leadership engagements, events, or Institute priorities.

The Vanderbilt University Institute of National Security is an academic proving ground for future national security leaders and a hub for innovation. The Institute offers the national security community access to top student talent and fresh thinking from a university rooted in open debate, radical collaboration, and real-world impact. The Institute also provides a trusted space to convene leaders, experts, and students for conversations about the pressing challenges facing our nation and the world.

Duties and Responsibilities

Executive & Administrative Support

• Provide administrative and operational support to Institute leadership and team members.
• Manage scheduling, calendar coordination, meeting logistics, and travel arrangements.
• Support preparation of schedules, itineraries, and briefing materials for leadership engagements and Institute activities.
• Monitor communications and assist with timely follow-up and coordination.
• Handle confidential and sensitive information with professionalism and discretion.

Operational & Event Coordination

• Support the day-to-day operational needs of the Institute and help ensure priorities are executed efficiently.
• Coordinate purchasing, reimbursements, procurement requests, and other operational transactions in accordance with university policies and procedures.
• Assist with planning and execution of meetings, events, and Institute engagements, including logistics, catering, room reservations, and visitor coordination.
• Build and maintain strong working relationships across campus to support operational coordination and problem-solving.
• Perform other related duties and support additional Institute priorities as assigned.

Supervisory Relationships: This position has no supervisory responsibility and reports directly to the Director of Operations.

Qualifications

• A bachelor's degree, or equivalent combination of education and experience, is preferred.
• Two or more years of professional administrative, scheduling, and organizational experience is required.
• Excellent written and verbal communication skills are required.
• Experience in supporting executives or professional teams is preferred.
• Experience supporting multiple priorities in a fast-paced environment is preferred.

Required Skills

• Corporate Travel Management - VU
• Discretion - VU
• Event Planning - VU
• Executive Admin Support
• Expense Management - VU
• Process Administrative Paperwork
• Purchasing - VU
• Records Management - VU

About Us

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.