Description The Vanderbilt Office of Investments fosters an environment where teamwork, intellectual curiosity, mentorship, collaboration and passion is the foundation of who we are. Our team is composed of professionals who have worked in all areas of finance, operations, and administration. We combine this deep experience with strong open-mindedness and regular interrogation of our own biases and process as we seek the best investment outcomes to grow the endowment at Vanderbilt University. Our office is collegial and we are committed to supporting each other, upholding our team values, and continuously striving for excellence. The Administrative Assistant II is an integral part of the foundation of our team and supports the investment staff at a high level. Key Functions and Expected Performances: Provide advanced administrative support for Vanderbilt's public investment team, which includes communicating with high-level Vanderbilt directors and executives, as well as external investment managers. Coordinate meetings and conferences with internal and external participants, including calendar management, scheduling conference rooms, and coordinating meals as needed. Coordinate and manage complex domestic and international travel arrangements including booking flights, reserving hotels, mapping out meetings, coordinating dining options, corresponding with external managers, etc. Prepare and organize pre-travel materials by collecting and compiling information prior to travel dates. Process all expense reports within a timely manner using Concur reporting system and proactively create a systematic method for gathering receipts from team members in accordance with Vanderbilt's travel guidelines. Scan and upload materials, prepare complex reports, and document information in our investment management software. Plan, coordinate, and execute office events that include booking venues, coordinating catering arrangements, budgeting, and documenting feedback from each event. Create purchase orders, process invoices for payment, and track office expenses; research and resolve issues with payment as needed. Assist staff and student interns with questions or requests, providing guidance regarding processes and/or procedures based on Vanderbilt's policy, and directing them to the appropriate individual for further assistance as needed. Participate in the coverage rotation of the front desk with other support staff, and provide backup support to other areas of the Office of Investments when appropriate. Perform ad-hoc tasks and assist with special projects as requested. Preferred Skills and Experience Highly Proficient in MS Office Suite: Outlook, Word, Excel, Adobe, PowerPoint, and other tools for analysis and office operations with the ability to gain a strong command for new systems. Excellent interpersonal, written, and oral communications skills with the ability to interact fluidly with many different departments, programs and centers on campus at every level. Finance experience (creating purchase orders, paying invoices, tracking expenses, preparing financial reports). Ability to update and maintain websites. High degree of confidentiality, professionalism, integrity, commitment, and flexibility. High level of organization with the ability to multi-task, prioritize, and manage diverse responsibilities for multiple individuals. Advanced time management skills. Ability to work under pressure in an extremely fast-paced environment. Comfortable working with high-level executives. Self-motivation and ability to follow through on projects independently. Experience working in a higher education, investment, or financial services environment
Vanderbilt University is a center for scholarly research, informed and creative teaching, and service to the community and society at large. Vanderbilt will uphold the highest standards and be a leader in the quest for new knowledge through scholarship, the dissemination of knowledge through teaching and outreach, and the creative experimentation of ideas and concepts. In pursuit of these goals, ...Vanderbilt values most highly intellectual freedom that supports open inquiry, equality, compassion, and excellence in all endeavors.