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Vanderbilt University

Executive Assistant to the Dean

Vanderbilt University, Nashville, Tennessee, United States, 37247


Job Description

The Executive Assistant to the Dean is part of the Office of the Dean team within the Owen Graduate School of Management (OGSM) at Vanderbilt University. The Executive Assistant to the Dean provides high-level administrative support, managing the daily operations and communications of the Dean's Office. This role ensures effective coordination of schedules, meetings, and projects while maintaining confidentiality and providing excellent service to internal and external stakeholders. This in-person position reports directly to the Dean.

About the Work Unit

The OGSM is a professional school at Vanderbilt University, located in Nashville, Tennessee, focused on graduate-level business education. Owen's mission is to create opportunities for its faculty, staff, and students to discover, grow, and thrive in business and beyond. Owen recognizes discovery in traditional forms, such as scholarly research, intellectual curiosity, and curricular learning. But it also celebrates discovery unique to the human experience, that is, the art of becoming, which is lived through a desire to connect with others, to find meaning in work and relationships, and to create something new. Owen sees transformation as foundational.

The Office of the Dean is the central administrative mechanism of the school, dedicated to setting the school strategy and communicating with all stakeholders ranging from students, faculty, staff, and University leadership to our global alumni, corporate partners, and the Nashville community and beyond.

Please Note: This position is deemed to be in-person, expected to work at OGSM 5 days a week.

Duties and Responsibilites

Executive SupportServes as the primary point of contact for the Dean, managing their schedule, mailbox, and communications.Coordinates and prepares meeting agendas, materials, and logistics.Acts as a gatekeeper, prioritizing access to the Dean, balancing conflicting demands, delivering timely reminders concerning deadline, and keeping the Dean on track.Keeps the Dean informed of critical issues, commitments, and deadlines.Assists with managing workflow and office operations.Scheduling and Calendar Management

Manages and oversees the Dean's complex calendar, including meetings, events, and travel while applying sound judgment to prioritize commitments.Ensures the schedule is followed and respected, adjusting as needed.Organizes recurring meetings, strategic planning sessions, and special events.Sends reminders and follow-ups for upcoming deadlines and important dates.Office Management and Communication

Greets and directs visitors, providing excellent customer service.Maintains confidentiality and handles sensitive information with discretion.Assists in organizing the Dean's written and digital correspondence ensuring timely and appropriate responses to emails and communications.Facilitates communication between the Dean's Office and faculty, staff, students, and external stakeholders.Drafts, edits, and proofreads a variety of professional documents including correspondence, memos, reports, and presentations ensuring consistency, effectiveness, and high standards.Manages the Office of the Dean visitor parking logistics and event spaces.Serves as the liaison for the Office of the Dean event planning with students, faculty, staff, and external partners working closely with the Owen Event Specialist.Travel Planning, Finance and Project Management

Coordinates the Dean's and visitors' travel arrangements, including booking and confirming logistics.Prepares travel portfolios with itineraries and briefings.Handles expense reports, reimbursements, and purchasing for the Dean while ensuring compliance with university financial policies and procedures.Manages the Office of the Dean purchasing card (One Card) for necessary office or programming needs.Maintains an in-depth understanding and applicability of university policies and procedures as a departmental resource.Assists with special projects, manages, and compiles ad hoc data as assigned and independently resolves encountered issues.Supervisory Relationships

This position does not have supervisory responsibilities. This position reports administratively and functionally to the

Dean of the Owen Graduate School of Management.

Qualifications

Bachelor's degree required or equivalent experience in an executive support role.

Minimum of 5 years of experience providing high-level administrative support, ideally in an academic environment.Exceptional organizational and time-management skills.Strong written and verbal communication abilities.Proficiency in Microsoft Office Suite and other relevant software (e.g., calendar management, project management tools).Ability to work independently, prioritize tasks, and handle multiple responsibilities simultaneously with a meticulous attention to detail.High level of professionalism, discretion, and confidentiality.Exceptional interpersonal abilities and a commitment to superior customer service.This position may require occasional evening or weekend work to support events or urgent tasks.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. 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.

Please note, all candidates selected for an offer of employment are subject to pre-employment background checks, which may include but are not limited to, based on the role for which they have been selected: criminal history, education verification, social media review, motor vehicle records, credit history, and professional license verification.

About Us

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.

Vanderbilt University has made the health and safety of our students, faculty and staff and our surrounding communities a top priority. As part of that commitment, the University may require employees to comply with any testing or health and safety measures which the University may require.

Commitment to Equity, Diversity, and InclusionAt 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. 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.

Please note, all candidates selected for an offer of employment are subject to pre-employment background checks, which may include but are not limited to, based on the role for which they have been selected: criminal history, education verification, social media review, motor vehicle records, credit history, and professional license verification.