Job Details
The Johns Hopkins School of Medicine is seeking an Executive Assistant to provide high level administrative and operational support to the Office of the Dean/CEO. Reporting to the Dean/CEO's Executive Specialist, the Executive Assistant plays a pivotal role in coordinating the Dean/CEO's key activities, supporting executive level processes and meetings, and ensuring smooth operations across the Office of the Dean and CEO. The role requires exceptional judgment, efficiency, and attention to detail in a fast paced, high visibility environment.
The Executive Assistant will assist in all administrative matters and provide administrative support for day-to-day operations for an executive leader(s). The Executive Assistant supports the executive(s) on a variety and range of administrative and office functions, e.g. oral and written communications, calendars, meetings, travel arrangements, and special projects as needed.
Specific Duties & Responsibilities
- Coordinate calendars and arrange meetings and events.
- Prepare meeting summaries and confidential reports for executive management regarding sensitive and complex issues. Record and draft minutes. Monitor and follow-up on action items.
- Organize committees and meetings on behalf of the executive(s).
- Assume full responsibility and accountability for carrying out and completing special projects and assignments.
- Work closely with and interact regularly with high-level staff, officers, and special guests.
- Represent the executive(s) in appropriate circumstances within the scope of the position's responsibility.
- Schedule and prepare travel-related and other reimbursements as needed.
- Assist with files, letters, and preparation of departmental reports.
- Other duties as assigned.
In addition to the duties described above
- Provide direct calendaring and administrative support for the Dean/CEO, including managing complex scheduling requests and coordinating priorities.
- Draft, prepare, and manage standard leadership correspondence, including endowed professorship letters, letters of support, and other executive level communications.
- Coordinate and support leadership meetings hosted by the Dean/CEO, with specific focus on managing agendas, briefing materials, and logistics.
- Manage key office operations, including facilities/maintenance issues, equipment needs, conference room scheduling, supporting events coordination, and other logistical planning in the Office of the Dean/CEO.
Minimum Qualifications
- Bachelor's degree.
- Five years of progressively responsible experience providing administrative support with experience working on a wide variety of special projects and special assignments.
- Additional education may substitute for required experience and additional related experience may substitute for required education beyond a high school diploma/graduation equivalent, to the extent permitted by the JHU equivalency formula.
Preferred Qualifications
- Experience supporting senior leadership in a higher education, healthcare, or similarly complex environment.
- Familiarity with Johns Hopkins systems and processes.
Technical Qualifications & Specialized Certifications
- Highly proficient with Microsoft Office programs including Outlook, Word, Excel, and PowerPoint.
Technical Skills & Expected Level of Proficiency
- Calendar Management - Advanced
- Confidentiality and Discretion - Advanced
- Interpersonal Skills - Advanced
- Meeting Coordination - Advanced
- Office Procedures - Advanced
- Oral and Written Communications - Advanced
- Organizational Skills - Advanced
- Project Management - Intermediate
- Travel Coordination - Advanced
The core technical skills listed are most essential; additional technical skills may be required based on specific division or department needs.
Classified Title: Executive Assistant
Role/Level/Range: ATO 40/E/03/OG
Starting Salary Range: $24.25 - $42.50 HRLY ($69,472 targeted; Commensurate w/exp.)
Employee group: Full Time
Schedule: Mon-Fri, 8.30am-5.00pm
FLSA Status: Non-Exempt
Location: School of Medicine Campus
Department name: SOM Admin Exec Off Gen Administration
Personnel area: School of Medicine
