Front Desk Administrative Assistant

Position Summary:

The Administrative Assistant plays a crucial role in the Office of Investments by managing the front desk and reception area, greeting guests, supporting staff and visitors to ensure smooth and productive interactions, and assisting with overall office management. This position also involves maintaining efficient office operations. We are looking for an energetic and personable 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.
• 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.
• 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.
• 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:

• High School diplomas is required; Bachelor’s degree preferred; equivalent education and relevant experience will also be considered.
• Highly organized and detail-oriented, with the ability to manage multiple priorities and follow through on responsibilities with minimal oversight.
• Proactive, resourceful self-starter with a strong sense of ownership and a willingness to jump in and help wherever needed.
• Positive, personable, and professional, with strong interpersonal skills and the ability to make a welcoming first impression with colleagues, visitors, and external partners.
• Strong written and verbal communication skills, with sound judgment and attention to detail.
• Quick learner who is comfortable learning new systems, processes, and technology.
• Solutions-oriented mindset with an interest in identifying ways to improve processes and day-to-day office operations.
• Collaborative team player who is flexible, dependable, and comfortable working in a fast-paced professional environment.
• High degree of discretion, professionalism, integrity, and confidentiality.
• Proficiency with Microsoft Office, including Outlook, Word, Excel, and PowerPoint, and an ability to quickly learn other tools used for office operations.
• Previous experience in an administrative, hospitality, customer service, or other service-oriented role is a plus, but not required.
• Interest in investments, finance, or higher education is a plus; prior industry experience is not required.