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Requisition ID:  117285

Executive Assistant Board of Trustees Office

We are seeking an Executive Assistant Board of Trustees Office which provides high-level project management and administrative support in a fast-paced environment to the University’s Board of Trustees and Senior Vice President and Secretary of the Board. Reporting to the Assistant Secretary, this position involves considerable work specific to issues of a sensitive and confidential nature, the candidate must demonstrate careful judgment, accuracy, tact, a high level of discretion, the ability to work independently, and work effectively with senior leaders across the institution as well as with external constituents.


Specific Duties & Responsibilities 

  • Serve as the primary administrative support person for the Board of Trustees Office, communicating and interacting with Trustees and Johns Hopkins Senior Leadership (e.g., President, Provost, Vice Presidents, Vice Provosts, Deans, Directors) along with their respective staff members.
  • Oversee conflict-free calendars of meetings and appointments for Secretary of the Board as well as for members of the Board of Trustees. Independently resolve scheduling conflicts, prioritize requests, confirm and track event or meeting details based on knowledge and understanding of initiatives, goals and objectives of the office.
  • Manage projects, including,

                o Preparing the compilation and distribution of certain Board meeting materials.

                o Assisting in the annual publication and online updates of the Trustee Handbook.

                o Triaging correspondence directed at the Board of Trustees.

                o Performing administrative duties, including mail merges, gathering profile information, preparing binders, managing correspondence and collection of data.

  • Responsible for tracking and ensuring timely processing of travel, expense reimbursement, purchasing, budget and other transactions through JHU systems (reconciliation of office financial transactions and resolution of other financial issues related to the office and its members).
  • Work closely with other University administrative support and independently anticipate issues to ensure efficient service and operations.
  • Assist with other activities of the Board of Trustees Office, including,

                o Coordinating a variety of events, including Commencement, Convocation, campus visits, and other special events.

                o Monitoring and collecting information for archival purposes.

                o Implementing Board meetings (this may require out-of-state venues).

                o Drafting letters and other correspondence.

  • Perform other duties as required.


Requirements

  • Excellent organizational skills and close attention to detail.
  • Must have an extremely high level of good judgment as well as problem-solving and critical thinking ability.
  • Must be able to work well at a fast pace.
  • Demonstrated ability with office desktop technology, including working with Microsoft Office suite of products, including Word (word processing, letter composition, report formatting), Excel (basic data management), PowerPoint (report creation and formatting), Outlook, and Adobe Acrobat.
  • A positive attitude, flexibility, and an eagerness to collaborate with others.
  • An unerring sense of professionalism.
  • Expertise in organizing meetings, managing inbound calls, conference call setup, and coordinating phone calls with multiple remote participants.
  • Excellent verbal and written communication skills.
  • Some evening and weekend work.


Minimum Qualifications
  • Bachelor's Degree.
  • Five years of experience in providing progressively responsible 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, to the extent permitted by the JHU equivalency formula.

 

 

Classified Title: Executive Assistant 
Job Posting Title (Working Title): Executive Assistant Board of Trustees Office   
Role/Level/Range: ATO 37.5/03/OG  
Starting Salary Range: $24.25 - $42.50 HRLY (Commensurate w/exp.) 
Employee group: Full Time 
Schedule: Monday - Friday, 8:30am - 5:00pm 
FLSA Status: Non-Exempt 
Location: On-site 5 days a week/Homewood Campus 
Department name: Sec to the Board of Trustees Off of  
Personnel area: University Administration 

 

 

Total Rewards
The referenced base salary range represents the low and high end of Johns Hopkins University’s salary range for this position. Not all candidates will be eligible for the upper end of the salary range. Exact salary will ultimately depend on multiple factors, which may include the successful candidate's geographic location, skills, work experience, market conditions, education/training and other qualifications. Johns Hopkins offers a total rewards package that supports our employees' health, life, career and retirement. More information can be found here: https://hr.jhu.edu/benefits-worklife/.

Education and Experience Equivalency
Please refer to the job description above to see which forms of equivalency are permitted for this position. If permitted, equivalencies will follow these guidelines: JHU Equivalency Formula: 30 undergraduate degree credits (semester hours) or 18 graduate degree credits may substitute for one year of experience. Additional related experience may substitute for required education on the same basis. For jobs where equivalency is permitted, up to two years of non-related college course work may be applied towards the total minimum education/experience required for the respective job.

Applicants Completing Studies
Applicants who do not meet the posted requirements but are completing their final academic semester/quarter will be considered eligible for employment and may be asked to provide additional information confirming their academic completion date.

Background Checks
The successful candidate(s) for this position will be subject to a pre-employment background check. Johns Hopkins is committed to hiring individuals with a justice-involved background, consistent with applicable policies and current practice. A prior criminal history does not automatically preclude candidates from employment at Johns Hopkins University. In accordance with applicable law, the university will review, on an individual basis, the date of a candidate's conviction, the nature of the conviction and how the conviction relates to an essential job-related qualification or function.

Diversity and Inclusion
The Johns Hopkins University values diversity, equity and inclusion and advances these through our key strategic framework, the JHU Roadmap on Diversity and Inclusion.

Equal Opportunity Employer
All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or status as a protected veteran.

EEO is the Law
https://www.eeoc.gov/sites/default/files/2023-06/22-088_EEOC_KnowYourRights6.12ScreenRdr.pdf

Accommodation Information
If you are interested in applying for employment with The Johns Hopkins University and require special assistance or accommodation during any part of the pre-employment process, please contact the Talent Acquisition Office at jhurecruitment@jhu.edu. For TTY users, call via Maryland Relay or dial 711. For more information about workplace accommodations or accessibility at Johns Hopkins University, please visit https://accessibility.jhu.edu/.

Vaccine Requirements
Johns Hopkins University strongly encourages, but no longer requires, at least one dose of the COVID-19 vaccine. The COVID-19 vaccine does not apply to positions located in the State of Florida. We still require all faculty, staff, and students to receive the seasonal flu vaccine. Exceptions to the COVID and flu vaccine requirements may be provided to individuals for religious beliefs or medical reasons. Requests for an exception must be submitted to the JHU vaccination registry. This change does not apply to the School of Medicine (SOM). SOM hires must be fully vaccinated with an FDA COVID-19 vaccination and provide proof of vaccination status. For additional information, applicants for SOM positions should visit https://www.hopkinsmedicine.org/coronavirus/covid-19-vaccine/ and all other JHU applicants should visit https://covidinfo.jhu.edu/health-safety/covid-vaccination-information/.

The following additional provisions may apply, depending upon campus. Your recruiter will advise accordingly.
The pre-employment physical for positions in clinical areas, laboratories, working with research subjects, or involving community contact requires documentation of immune status against Rubella (German measles), Rubeola (Measles), Mumps, Varicella (chickenpox), Hepatitis B and documentation of having received the Tdap (Tetanus, diphtheria, pertussis) vaccination. This may include documentation of having two (2) MMR vaccines; two (2) Varicella vaccines; or antibody status to these diseases from laboratory testing. Blood tests for immunities to these diseases are ordinarily included in the pre-employment physical exam except for those employees who provide results of blood tests or immunization documentation from their own health care providers. Any vaccinations required for these diseases will be given at no cost in our Occupational Health office.
Homewood Campus

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