The Administrative Assistant plays a crucial role in the Office of Investments (OoI) by managing the front desk and reception area, greeting guests, and supporting staff and visitors to ensure smooth and productive interactions. This position also involves maintaining efficient office operations. We are looking for an energetic self-starter who is eager to learn and gain valuable administrative experience. This is a full-time, on-site position. 

About the Work Unit:

OoI's mission is to safeguard and grow the university's endowment by delivering outstanding long-term investment returns for the benefit of research and scholarship. Operating across three teams—operations, public investments, and private investments—we actively seek superior investment opportunities through strategic partnerships and alignment of interests. OoI fosters inclusiveness, innovation, and continuous learning, with a commitment to excellence and process improvement. Join our world-class team contributing to Vanderbilt University's success.

Key Functions and Expected Performance:

Office Support

• Greet and welcome visitors, direct guests to conference rooms, and validate parking.
• Performing various clerical tasks, including notarizing documents and completing the apostille process, data tracking, faxing, transcribing, and filing.
• Conduct office errands as needed.
• Facilitate, encourage, and suggest process improvements for the department.
• Answer and direct phone calls to appropriate staff members.
• Purchase office supplies, maintain organization of supply areas, and track office supply expenses.
• Place work orders, act as site liaison for service providers, follow up on requests to ensure completion.
• Request recycling pickup and surplus pickup as needed.
• Create tickets for phone, computer, and IT support as needed.
• Manage and organize the reception area, breakroom, storage, and conference rooms.
• Handle opening/closing duties, including but not limited to: stocking supplies, preparing conference rooms, powering on/off monitors and computers. 
• Prepare shipping and handle office correspondence, including collection and sorting of all mail.
• Assist with office events and off-sites, including planning, catering, and setup/teardown.
• Monitor conference room traffic to anticipate meeting overlap and conflicts.
• Perform ad-hoc tasks and assist with special projects as requested.

Team Support

• Provide backup support to the operations, public investments, and private investments teams, occasionally assisting with scheduling and booking travel.
• Compile information and upload documents in our investment management software.

Supervisory Relationships:

This position does not have supervisory responsibility and reports administratively and functionally to the Chief of Staff.

Qualifications:

• A high school diploma is necessary. 
• An associate’s or bachelor’s degree is preferred. 
• 1-2 years of administrative or related experience is required.
• Proficient in MS Office Suite: Word, Excel, PowerPoint, Outlook, Adobe and other tools for analysis and office operations (strong power PowerPoint is a plus).
• Self-starter and team player. 
• Strong interpersonal and communication skills. 
• High level of organization with the ability to multi-task, prioritize, and manage diverse responsibilities.
• High degree of confidentiality, professionalism, integrity, commitment, and flexibility.
• Advanced time management skills.
• Interest in working in the field of investments or finance is a plus.

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.