Executive Coordinator

Vanderbilt is a community of talented and diverse staff & faculty! 

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 through: 

• Working and growing together as a community of communities... we are One Vanderbilt. 

• Providing a work environment where every staff and faculty member can be their authentic and best self, while providing the resources and opportunities to learn and grow. 

• Encouraging development, collaboration, and partnership both internally and externally while fostering the value that every member of the Vanderbilt community can lead and grow regardless of title or position. 

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. 

Facilities annual budget exceeds $100 million in operating expenses and includes 500 employees. Facilities manages major capital project expenditures totaling ~$300 million annually and facility renewal, replacement and large maintenance project expenditures totaling ~$20 million annually. The Facilities Business Operations Center (BOC) provides support to the entire Facilities department, specifically regarding the areas of Finance, Employee Relations, Systems, Contracts and General Administration. Facilities departments include BOC, Maintenance & Operations (VUMO), Planning, Design, and Construction (PDC), Real Estate, Mobility & Transportation, and Environmental Health, Safety and Sustainability (EHSS).

About the Role:

As the Executive Coordinator, you will join the Vanderbilt Facilities 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 Facilities leadership team.  This individual will join Vanderbilt University Facilities as VU embarks on the most dynamic growth and development phase of its long and remarkable history, directly enabling the Planning, Design, Construction, Maintenance and Operations of one of the world's leading institutions of higher education.     

The Executive Coordinator primarily supports the Chief Facilities Officer's leadership team, primarily the Assistant Vice Chancellors for VUMO and PDC, providing administrative and organizational support for their departments. This includes project meeting coordination, calendar management, executive assistance, and project assistance as needed.

About You:

Our ideal candidate is an organized, team-oriented professional who is excited to learn and work with the Facilities leadership team. You have clear communication, excellent writing skills, develop rapport within the department and partner departments across campus. You can work independently as necessary and 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 assisting with the Facilities leadership team calendars, coordinating day-to-day meetings, preparing agendas and presentation materials, and arranging travel.

Key Functions & Expected Performance:

Executive Support

• Working with the leadership team, ensure agendas and detailed briefing materials prepared by the project teams are complete and timely to ensure Facilities leadership effectiveness in support of VU programs and projects. 
• Ensure follow-up issues from leadership and project coordination meetings are competently completed by the project, design and contractor teams in a timely manner.  Ensure the Facilities Leadership and project teams are utilizing the correct/ latest version of important files and draft correspondence.
• Record key aspects and takeaways from critical meetings and leadership briefings.
• Assists with travel bookings via Concur system and assist with processing of expense reports within Oracle Cloud.
• Acts as OneCard trustee, performs transactions reconciliation, and completes timely expense reports.

Complex Calendar and General Support Related Duties

• Serves as backup to the Senior Executive Secretary in maintaining calendar for the Chief Facilities Officer. Includes calendar for individual and group calendars and organizing large meetings.
• Coordinates leadership team calendars, primarily the Assistant Vice Chancellors for VUMO and PDC.
• Assists Senior Executive Secretary in maintaining the strategic Facilities Master Calendar, which includes Chancellor-sponsored meeting dates for Public Utilities Commission, Real Estate Forum, Capital Projects Review Committee, and critical Board of Trust meeting dates.
• Assists with recruitment searches, travel, and interview schedules.

Project Coordinator

• Working with the leadership team, provide departmental project management and support as needed.
• Prepare presentation materials as needed.
• 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.

Supervisory Relationships:

This position does not have supervisory responsibilities. This position reports administratively and functionally to the Senior Executive Secretary of BOC.

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.