Executive Assistant, Campus Network

The Executive Assistant – Campus Network provides high-level executive, administrative, and operational support to three senior leaders within Vanderbilt University’s Division of Operations and the Campus Network. The position supports a dynamic and evolving portfolio of work spanning Vanderbilt’s Nashville campus and its growing presence in San Francisco and West Palm Beach.

Vanderbilt is advancing a growing network of campuses designed to connect the university’s academic mission, students, faculty, staff, and partners with distinctive opportunities in key regions. Vanderbilt’s expansion includes a new academic presence in San Francisco focused on creativity, design, technology, entrepreneurship, and interdisciplinary education, as well as a planned graduate and professional campus in West Palm Beach focused on areas including business, technology, engineering, innovation, and executive education.

The Executive Assistant will serve as a critical connector across this network, helping senior leaders operate effectively across multiple locations, time zones, stakeholder groups, and institutional priorities. The role requires exceptional organization, judgment, adaptability, and initiative and will frequently coordinate work involving leaders and partners in Nashville, San Francisco, and West Palm Beach.

This individual will operate as a trusted partner to the leaders they support while also helping establish administrative practices and coordination mechanisms that enable Vanderbilt’s expanding campus network to operate as an integrated enterprise.

• Manage complex and frequently changing calendars for three senior leaders, balancing priorities across Nashville, San Francisco, West Palm Beach, and other university locations.
• Exercise independent judgment in prioritizing meetings, resolving scheduling conflicts, and protecting leadership time based on institutional and operational priorities.
• Coordinate meetings involving university executives, academic leaders, faculty, staff, external partners, community leaders, and other stakeholders.
• Coordinate complex domestic travel, including multi-city itineraries, accommodations, ground transportation, meeting logistics, briefing materials, and expense reconciliation.
• Prepare leaders for meetings and engagements by coordinating agendas, background materials, presentations, itineraries, and other relevant information.
• Draft, edit, proofread, and coordinate executive-level correspondence, reports, presentations, meeting materials, and other communications.
• Manage expense reports, purchasing, and other administrative transactions in accordance with university policies and procedures.
• Anticipate needs and proactively identify administrative or logistical issues that could affect the effectiveness of the leaders supported.

• Serve as an administrative and operational connector among leaders and teams working across Vanderbilt’s campus network.
• Support the establishment and ongoing development of administrative practices for emerging locations, particularly San Francisco and West Palm Beach.
• Facilitate coordination between local campus leadership and Nashville-based university functions and leadership.
• Help maintain consistent communication, meeting cadence, documentation, and follow-through across geographically distributed teams.
• Coordinate recurring network-wide leadership meetings, planning sessions, retreats, campus visits, and other cross-campus activities.
• Maintain awareness of major campus network initiatives, milestones, events, and leadership priorities to anticipate scheduling and coordination needs.
• Assist with onboarding and integration of new leaders…