The Executive Coordinator supports both the Vice Chancellor and Chief of Staff for the Office of the General Counsel and provides organizational support for the division. This includes administrative and project assistance to the Vice Chancellor and Chief of Staff, communications, scheduling, matter management, creating or updating documents, and creating presentations are major components of the position. Work requires interacting professionally with all university staff and faculty, board members, and internal teams. A successful coordinator will be a creative and proactive thinker, working independently to manage the details of assigned tasks and projects to a successful end.

The Office of the General Counsel (OGC) provides legal advice to all Vanderbilt University departments. The OGC commits to agile service delivery aligned with the university's mission, priorities, and needs. All university legal matters are managed by the Office of the General Counsel. The OGC also includes the teams of Conflicts of Interest and Commitment Management, Risk Management, Compliance and Audit.

The coordinator reports directly to the Chief of Staff.

A cover letter and resume are required to be considered for this position.

Duties and Responsibilities

Executive Support

+ Working with the Chief of Staff, prepare agendas and detailed materials for meetings, setting up technology and ensuring smooth meetings for the teams.

+ Review documents requiring the Vice Chancellor’s signature; ensure correct signature line, signatory, and documents that are fully executed and returned to the opposing party.

+ Maintain matter management by opening new matters in the eBilling/Matter Management technology and filing emails/documents for the Vice Chancellor and Chief of Staff in the document management technology.

+ Draft detailed and professional correspondence for the Vice Chancellor and Chief of Staff.

+ Coordinate and track OGC Board of Trust requirements, engagement, and meeting schedule, preparing documentation for Board of Trust meetings.

+ Calendar support for the Vice Chancellor and Chief of Staff including meeting management, rescheduling, and prioritizing the Office of the Chancellor meetings.

+ Responsible for travel arrangements for the Vice Chancellor and Chief of Staff.

+ Responsible for expense reports for the Vice Chancellor and Chief of Staff.

Office and Financial Management

+ Responsible for a Vanderbilt One Card that will be used for day-to-day office expenses and purchases.

+ Oversee and maintain office space and supply levels in both office locations.

Systems Coordinator

+ Use OGC tools and technologies to their best use and ensure that the General Counsel and Chief of Staff have the technology support to be successful for file management and records/document management.

Project Coordinator

+ Working with the Chief of Staff, provide executive level project management and support as needed within the team.

+ Prepare executive level presentation materials as needed.

+ Organize event management for both internal and external meetings and events, including securing meeting locations, arranging all logistics, managing attendees, and communicating critical events and/or timelines.

Qualifications

+ A bachelor’s degree from an accredited institution of higher education, or equivalent work experience, is required.

+ At least five years of executive support experience is required.

+ Excellent verbal and written communication skills are required.

+ Meticulous attention to detail and organization is required.

+ The ability to quickly understand details and take the initiative to completed tasks independently is required.

+ An executive level knowledge of Microsoft Office suite of products is required.

+ The ability to quickly learn new and various technology platforms to manage matters, knowledge and documents is required.

+ A professional and proactive attitude and considerable tact, persuasion, and judgment in interactions with internal and external constituents is required.

+ Excellent written, organizational, research and multitasking abilities are required.

+ Clear and concise communication skills are required.

+ The ability to maintain vibrant interpersonal connections is required.

+ Strong proofreading and editing skills with precise attention to detail is required.

+ A demonstrated ability to work in a team setting is required.

+ A willingness to rapidly learn new skills when the situation demands it is required.

+ The ability to take initiative, multi-task and work well under pressure is required.

+ Resourcefulness and resiliency are required.

+ The ability to operate in a challenging business environment is required.

+ Honesty, with the highest personal and professional integrity, is required.

+ Excellent customer service skills are required.

+ The determination and drive for perfection in work representing the university is required.

+ The ability to effectively research information is required.

+ Comfort with new technological systems and upgrades as they arise is required.

+ Independent decision-making skill is required.

+ Critical thinking skills are required.

+ The ability to handle highly confidential information is required.

+ The ability to steadily manage urgent tasks is required.

+ Legal experience and knowledge as support for a legal team is strongly preferred.

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.