Administrative Assistant

Position Summary

The Administrative Assistant, Special Events and Projects will provide comprehensive administrative and operational support for events, meetings, and special projects within the academic environment. This entry-level position serves as a key resource for coordinating diverse activities supporting faculty, staff, and external audiences. The role requires exceptional attention to detail, confidentiality, and follow-through while collaborating with various departments and stakeholders across the university. This position works in a collaborative environment and offers an excellent opportunity to contribute to meaningful institutional activities while developing skills in event coordination, project management, and higher education administration in a dynamic academic research environment.

About the Work Unit

The Vanderbilt School of Medicine Basic Sciences’ Dean’s Office is the administrative unit overseeing a School of four Departments, ten Centers and Institutes, and core facilities. The School of Medicine Basic Sciences is a vibrant, interdisciplinary research environment that fosters new discovery and innovation. Personnel consist of the Dean, Associate Deans, Assistant Deans, and Administrators spanning many disciplines, including Communications, Facilities, Faculty Affairs, Finance, Human Resources, Research Administration, and Post-Doctoral and Graduate Education and Training.

Key Responsibilities

Event Planning and Coordination

- Schedule, plan, coordinate, and execute events, meetings, and workshops throughout the year

- Arrange meeting logistics including

- technology setup

- identifying campus spaces and making room reservations

- organizing and managing catering services

- coordinating speakers and presenters for various events 

- Track status, progress, and outcomes of events

- Attend events in person and virtually as necessary

Administrative Support

- Support special projects and initiatives as assigned

- Provide logistical and administrative support for meetings and events

- Schedule internal and external events for presenters and attendees

- Prepare and distribute meeting agendas, materials, and communications

- Record meeting minutes and distribute them to appropriate stakeholders

- Track action items and follow up on deliverables and deadlines

- Send meeting invitations and manage Zoom/Teams links

Communication and Documentation

- Maintain filing systems for documents and correspondence

- Prepare summary documents as requested

- Maintain project timelines, calendars, and progress tracking

- Maintain confidentiality of sensitive information and discussions

Required Qualifications

Education

- Associate degree and two (2) years of related experience OR bachelor's degree from an accredited institution of higher education is necessary.

Experience

- Minimum two years of experience with event planning, programming, and logistics is necessary.

Technical Skills

- Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook)

- Experience with project management software and collaboration tools is preferred.

Core Competencies

- Exceptional organizational and time management abilities

- Strong written and verbal communication skills

- Ability to manage multiple priorities and deadlines

- Attention to detail and accuracy in all work products

- Professional demeanor and ability to interact with diverse constituencies

- Discretion in handling confidential and sensitive information

- Ability to work independently

- Strong follow-through on commitments and deadlines

Supervisory Relationships

- This position does not have supervisory responsibility.