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 are advancing and initiatives are . 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 One Card trustee, performs transactions reconciliation, and completes timely expense reports.

Complex Calendar and General Support Related Duties

• 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.

Project Coordination

• 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.

Supervisory…