Personal Assistant to Co-Director

Chabad at Vanderbilt University

Chabad at Vanderbilt University is seeking a highly organized and proactive Personal Assistant to support the Co-Director in both professional and family related responsibilities. This role is ideal for someone who thrives in a fast-paced environment, enjoys bringing structure to moving parts, Has no problem working with children, and can balance professionalism with warmth and flexibility.

This position includes a mix of administrative work, communication management, event support, organization, errands, light graphic design, social postings, and family assistance. The ideal candidate is resourceful, confident, detail-oriented, and able to follow systems and instructions while helping improve efficiency over time.

Goal

To be an extra set of hands and help a busy mother and Co-Director with everything they need to do.

Responsibilities

• Manage scheduling, calendars, reminders, and task lists
• Fill out forms and maintain organized records/logs
• Coordinate appointments, travel, flights, and related logistics
• Assist with grants, scholarships, tuition forms, and research projects
• Help create and maintain organizational systems and workflows
• Monitor emails and assist with sorting and follow-up
• Track ongoing tasks and ensure timely completion

Communication & Outreach

• Handle phone calls and text communication as directed
• Follow up with students and community members after events and tabling
• Assist with social media posting and communication
• Take notes during meetings and organize follow-up action items
• Support on campus events and occasional evening programs

Personal & Family Assistance

• Run errands, shopping, deliveries, and gift purchasing
• Assist with carpooling,children’s lunches, and childcare as needed
• Support family scheduling and day-to-day logistics
• Help maintain organization in both personal and professional settings

Ideal Candidate

We are looking for someone who

• Is flexible, dependable, and able to adapt to last-minute changes
• Can turn chaos into organization
• Follows directions well and works within established systems
• Is proactive, confident, and solutions-oriented
• Has strong written and verbal communication skills
• Is comfortable around people, students, children, and community settings
• Values professionalism, discretion, and confidentiality
• Seeks to understand goals and help execute them effectively
• Can work independently while also communicating clearly when clarification is needed

Preferred Skills

• Social media familiarity (Instagram, Canva, CapCut, etc.) a plus
• Strong organizational and follow-up skills
• Excel and data management experience a plus
• Comfortable learning new systems and processes
• Photography/content assistance for events is a plus

Requirements

• Valid driver’s license
• Ability to pass a background check
• Willingness to sign an NDA/confidentiality agreement if needed

Schedule & Compensation

• Approximately 20–30 hours per week to start
• Typical start time: 9 AM or 10:00 AM (to be discussed) with some flexibility depending on events and needs
• 4–5 days per week
• Occasional evening availability preferred (Large event-based/to be discussed)
• Compensation: $30–$35/hour depending on experience, with room for growth
• Potential opportunity for the role to expand into a full-time position

Pay: $30.00 - $35.00 per hour

People with a criminal record are encouraged to apply

Work Location: In person