Executive Assistant (10008440)

The Institute of National Security at Vanderbilt University seeks a highly organized, proactive, and
detail-oriented Executive Assistant to support the Director of Operations with daily administrative needs in a fast-paced and mission-driven
environment. This individual will manage scheduling, coordinate logistics and support operational priorities in support of the team and
Institute leadership.

The ideal candidate is adaptable and able to anticipate needs while operating with minimal oversight. This role
requires strong organizational skills, attention to detail, professionalism, and the ability to work collaboratively across the University
and with external stakeholders in Academia, the public and private sectors.

This position operates in a hybrid work environment with
a general expectation of three in-office days per week in the Nashville, Tennessee Vanderbilt University Campus. However, in-person presence
may increase based on operational needs, leadership engagements, events, or Institute priorities.

The Vanderbilt University Institute
of National Security is an academic proving ground for future national security leaders and a hub for innovation. The Institute offers the
national security community access to top student talent and fresh thinking from a university rooted in open debate, radical collaboration,
and real-world impact. The Institute also provides a trusted space to convene leaders, experts, and students for conversations about the
pressing challenges facing our nation and the world.

Duties and Responsibilities

Executive &
Administrative Support

• Provide administrative and operational support to Institute leadership and team members.
• Manage
  scheduling, calendar coordination, meeting logistics, and travel arrangements.
• Support preparation of schedules, itineraries, and
  briefing materials for leadership engagements and Institute activities.
• Monitor communications and assist with timely follow-up and
  coordination.
• Handle confidential and sensitive information with professionalism and discretion.

Operational & Event
Coordination

• Support the day-to-day operational needs of the Institute and help ensure priorities are executed
  efficiently.
• Coordinate purchasing, reimbursements, procurement requests, and other operational transactions in accordance with
  university policies and procedures.
• Assist with planning and execution of meetings, events, and Institute engagements, including
  logistics, catering, room reservations, and visitor coordination.
• Build and maintain strong working relationships across campus to
  support operational coordination and problem-solving.
• Perform other related duties and support additional Institute priorities as
  assigned.

Supervisory Relationships: This position has no supervisory responsibility and reports directly to the Director of
Operations.

Qualifications

• A bachelor’s degree, or equivalent combination of education and experience, is
  preferred.
• Two or more years of professional administrative, scheduling, and organizational experience is
  required.
• Excellent written and verbal communication skills are required.
• Experience in supporting executives or
  professional teams is preferred.
• Experience supporting multiple priorities in a fast-paced environment is preferred.

Required Skills

• Corporate Travel Management – VU
• Discretion – VU
• Event Planning – VU
• Executive Admin Support
• Expense Management – VU
• Process Administrative Paperwork
• Purchasing – VU
• Records Management – VU

About Us

At Vanderbilt University , our work – regardless of title or role – is in service to an important and noble mission in
which every member of our community serves in advancing knowledge and transforming lives on a daily basis. Located in Nashville, Tennessee, on a 330+ acre campus and arboretum dating back to 1873, Vanderbilt is proud to have been
named as one of “America’s Best Large Employers” as well as a top employer in Tennessee and the Nashville metropolitan area by Forbes for
several years running. We welcome those who are interested in learning and growing professionally with an employer that strives to create,
foster and sustain opportunities as an employer of choice.

We understand you have a choice when choosing where to work and pursue a
career. We understand you are unique and have a story. We want to hear it. We encourage you to apply today so that you might become a part
of our story.

Vanderbilt University is an equal-opportunity 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.

Job Info

• Job Identification 10008440
• Posting Date 07/14/2026, 11:22 AM
• Locations Nashville, TN, United States (Hybrid)
• Job Schedule Full time
• Job Category University Operations
• Job Function Administrative Support
• Management Level Individual
  Contributor 2

Tagged as: Employment