Executive Coordinator
Listed on 2026-01-12
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Administrative/Clerical
Office Administrator/ Coordinator, Business Administration
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About The Work UnitThe 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).
The Role
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. You will support the Vice Chancellor for REFD’s leadership team, including the Assistant Vice Chancellors for VUMO and PDC and Executive Directors of BOC and Real Estate. Responsibilities include project meeting coordination, calendar management, executive assistance, and project assistance as needed.
AboutYou
Our ideal candidate is an organized, team‑oriented professional with clear communication and excellent writing skills. You can work independently as necessary, navigate complicated calendars, and assist the leadership team in preparing for upcoming events and meetings. You’ll be responsible for assisting with the REFD 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 REFD 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.
- Record key aspects and takeaways from critical meetings and leadership briefings.
- Assist with travel bookings via Concur system and processing expense reports within Oracle Cloud.
- Act as One Card trustee, perform transactions reconciliation, and complete timely expense reports.
- Serve as backup to the Senior Executive Secretary in maintaining the calendar for the Chief Facilities Officer.
- Coordinate leadership team calendars with a wide variety of VU stakeholders and external partners.
- Assist Senior Executive Secretary in maintaining the strategic 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.
- Assist with recruitment searches, travel, and interview schedules.
- 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.
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.
- 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.
- Seniority level: Mid‑Senior level
- Employment type: Full‑time
- Job function: Marketing and Sales
- Industry: Higher Education
- Location: Nashville, TN
- Salary: $79,100.00 – $
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