Executive Office Associate, Leadership Initiatives

Vanderbilt University · Nashville

Job Summary

Reporting to the Chief of Staff, this role serves as a highly responsive and versatile resource for the Executive Office, helping translate leadership priorities, requests and decisions into action. The Executive Office Associate prepares and coordinates executive-level materials, drives defined projects and deliverables, gathers and synthesizes information, tracks commitments and ensures work requiring Executive Office involvement moves forward effectively.

The position operates across a broad range of topics and priorities and must be able to quickly understand an issue, determine what is needed, engage the appropriate individuals and produce high-quality work with limited direction. The ideal candidate is intellectually curious, highly organized, resourceful and comfortable operating in a fast-paced environment with senior leaders and sensitive information.

Key Responsibilities:

Executive Office Deliverables and Materials

Develop and design briefing documents, talking points, executive-level presentations and other materials for the Vice Chancellor, Chief Operating Officer and Chief of Staff, translating complex ideas and initial direction into clear, compelling narratives and polished visual and written deliverables.
Create presentations from concept through final production, including developing the storyline, organizing and synthesizing content, designing slides and incorporating feedback from Executive Office leaders.
Gather information and input from across Communications and Marketing and the university, synthesizing complex or disparate information into concise, useful materials for senior leaders.
While developing clear deliverables, identify what information is needed, engage appropriate contributors and move work from request through completion.
Review materials for completeness, accuracy, consistency and readiness before they reach Executive Office leaders.
Use technology and AI-enabled tools appropriately to accelerate research, synthesis, drafting and production while maintaining strong judgment and quality control.

Executive Workflow and Follow-Through

Maintain visibility into key commitments, decisions, requests and deliverables flowing through the Executive Office.
Track action items and dependencies and proactively coordinate with responsible individuals to keep work moving.
Anticipate upcoming needs and ensure necessary information and materials are prepared in advance.
Help manage the flow of substantive requests into and out of the Executive Office, working with the Chief of Staff to determine appropriate routing and follow-through.
Identify gaps, unresolved issues or emerging needs and surface them to the Chief of Staff or other appropriate leaders.

Projects and Priority Initiatives

Manage defined projects and special assignments on behalf of the Vice Chancellor, Chief Operating Officer and Chief of Staff, taking work from initial direction through completion.
Develop project plans, coordinate contributions from multiple areas, manage timelines and produce or assemble required deliverables.
Step into emerging or time-sensitive priorities where additional Executive Office capacity is needed.
Conduct research, analysis and information gathering to support projects, leadership discussions and decision-making.
Work across teams and functions to solve problems, remove barriers and ensure priority work progresses.

Meeting Preparation and Decision Support

Partner with the Chief of Staff and other Executive Office leaders to prepare for key meetings, leadership discussions and decision points.
Develop substantive agendas and gather and synthesize materials and inputs needed for productive discussions.
Attend selected meetings to capture decisions, commitments and implications and coordinate resulting work.
Prepare concise summaries, decision documents and follow-up materials that allow leaders and teams to act quickly.
Maintain continuity across discussions by connecting previous decisions, outstanding questions and upcoming actions.

Executive Office Coordination

Build strong working relationships across Communications and Marketing and with key partners throughout the university to facilitate the work of the Executive Office.
Serve as a trusted point of coordination for projects and deliverables involving multiple teams or stakeholders.
Exercise judgment in determining when issues can be resolved independently and when they require escalation or executive attention.
Handle confidential, sensitive and high-visibility matters with discretion and professionalism.
Partner closely with the Executive Assistant to ensure administrative logistics and substantive preparation are coordinated without duplicating responsibilities.

Qualifications

Bachelor's degree and 2-5 years of relevant professional experience, or an equivalent combination of education and experience is necessary
Experience working in higher education, communications, or government is a plus.
Demonstrated ability to manage projects and deliverables in a complex, fast-paced organization.
Exceptional written communication skills and demonstrated ability to synthesize information into clear, concise executive-level materials.
Demonstrated ability to develop polished executive-level presentations in PowerPoint or Canva, with strong visual judgment and the ability to translate ideas and information into clear, compelling narratives and materials. Sample presentation(s) may be requested.
Strong research, analytical and problem-solving capabilities.
Excellent organizational skills and ability to manage multiple priorities and deadlines simultaneously.
Demonstrated initiative and ability to take an assignment from broad direction to completed deliverable with limited supervision.
Strong judgment, discretion and ability to work with confidential and sensitive information.
Ability to build relationships and coordinate effectively with individuals at multiple levels of an organization.
Comfort working directly with senior executives and adapting quickly to changing priorities.
Strong proficiency with contemporary workplace technology, including the effective use of AI-enabled tools for research, synthesis, drafting and productivity.

Role Positioning

The Executive Office Associate provides additional execution capacity to the Communications and Marketing Executive Office. While day-to-day work may include select administrative responsibilities, the role is intended to serve as a flexible extension of the Chief of Staff and, as needed, the Chief Operating Officer and Vice Chancellor — taking priorities, questions and assignments from senior leaders and turning them into organized, high-quality work.

The Executive Assistant manages the administrative infrastructure surrounding executive leadership, including scheduling, travel, expense reporting, requests and logistics. The Executive Office Associate manages the substantive workflow surrounding executive leadership: materials, projects, information, preparation and follow-through. The Chief of Staff provides the prioritization, integration and strategic direction that guides that work.

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.

The Executive Office Associate is a key member of the Communications and Marketing Executive Office, providing high-level coordination and project and materials support to advance the priorities of the Vice Chancellor, Chief Operating Officer and Chief of Staff. Reporting to the Chief of Staff, this role serves as a highly responsive and versatile resource for the Executive Office, helping translate leadership priorities, requests and decisions into action. The Executive Office Associate prepares and coordinates executive-level materials, drives defined projects and deliverables, gathers and synthesizes information, tracks commitments and ensures work requiring Executive Office involvement moves forward effectively.

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