Executive Assistant - NYC

The Executive Assistant serves as an important partner to departmental leadership by providing high-level executive support, overseeing day-to-day administrative operations, and managing financial functions. This role is responsible for calendar and meeting management, travel planning, communications, and coordination of departmental activities and events. In addition to executive support duties, the position acts as a key financial unit manager, reviewing and approving transactions, maintaining compliance with institutional financial policies, and supporting forecasting, budgeting, procurement, and vendor coordination.

Reporting directly to the Assistant Vice Chancellor of Vanderbilt University – New York City, this role requires exceptional organizational, financial, and communication skills, as well as the ability to handle sensitive information with professionalism and discretion. The Executive Assistant plays a central role in maintaining efficient workflows, driving process improvements, and ensuring operational excellence across the department.

About the Work Unit :

The Division of Operations and the Campus Network at Vanderbilt University is committed to upholding the University’s vision by excelling in management, strategic initiatives, and operational success. The unit, which includes Vanderbilt University Public Safety, Auxiliary Services, the Office of Equal Access, Dialogue Vanderbilt and other strategic initiatives, such as Vanderbilt University-NYC, embodies the core values and mission of the university, working closely with key stakeholders to address complex issues that span across the University and its affiliates.

Executive and Operational Support:

• Provide high-level administrative support to department leadership, including calendar management, meeting coordination, travel planning, and correspondence.
• Coordinate and prioritize incoming requests for the Assistant Vice Chancellor, ensuring appropriate triaging and response management.
• Prepare and distribute meeting materials, agendas, and minutes; monitor and follow up on action items.
• Conduct background research, compile data and prepare executive-level reports or presentations to support leadership decision making.
• Draft, proofread, and manage internal and external communications on behalf of department leadership.
• Oversee daily administrative operations, ensuring smooth workflows, efficient scheduling, and consistent process improvements.
• Manage sensitive and confidential information with discretion and professionalism.
• Serve as the primary point of contact for departmental inquiries, resolving issues or escalating appropriately.
• Provide regular updates on scheduled events and departmental activities at team meetings and maintain communication across teams. Assist with special projects and provide logistical and planning support for departmental initiatives and events.

Department Financial and Procurement Responsibilities

• Initiate purchase requisitions, this includes selecting appropriate expenditure types, entering accurate project numbers, chart of accounts and understanding approval path.
• Assist in setting up new suppliers in the procurement system.
• Manage and verify that invoices match the correct PO numbers, billing amounts, etc.
• Ensures all procurement activities adhere to purchasing policies and procedures. Work closely with financial unit managers, procurement services and other departments to facilitate smooth procurement operations.

Supervisory Relationships :

This position reports administratively and functionally to the Assistant Vice Chancellor. This position works in a team-driven environment with multiple points of cross collaboration.

Education and Certifications:

• Bachelor’s Degree is required.

Experience and Skills :

• At least four years of experience in business operations, hospitality, executive administration, or departmental support.
• Proven experience providing executive-level administrative support, including calendar and travel management, meeting coordination, and correspondence handling.
• Financial and budgeting experience, with the ability to process and track expenses, manage procurement, and contribute to financial forecasting and reporting.
• Excellent time management, multitasking, and organizational skills with exceptional attention to detail.
• Strong verbal and written communication skills, with the ability to draft profession…