Job Information
Vanderbilt University Executive Assistant to the Dean in Nashville, Tennessee
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 Support
Serves 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.