Job Req ID:  112634

Executive Assistant

Founded in 1979, the Johns Hopkins Center for Talented Youth (CTY) is a center for innovation dedicated to advancing the field of gifted education through research on testing, programs, and other supports for advanced learners. On the premise that advanced learners come from every community and every demographic, we aim to understand and inform how these students need to be nurtured to achieve their full potential as learners and global citizens. CTY also runs in-person and online academic programs for bright learners in order to cultivate a community of advanced learners and connect students in and outside the classroom.


We are seeking an Executive Assistant to provide high-level support for the Office of the Executive Director. The Executive Assistant will provide administrative support for the Executive Director, including strategic calendar management, managing domestic and international travel, and processing expense reports. The Executive Assistant will ensure the efficient and effective day-to-day management of the administrative and operational functions of the Office of the Executive Director, including budget management, project management, communications, and support of the senior leadership team. The Executive Assistant will support the Executive Director in managing, coordinating, and facilitating the accomplishment of organizational goals, objectives, and strategic and tactical initiatives.


Specific Duties & Responsibilities


Administrative & Operational Duties

  • Proactively and strategically manage and maintain the complex calendar of the Executive Director. Ensure the Executive Director stays on schedule and abreast of changes and high-level concerns, as necessary, throughout each day.
  • Serve as the primary point of contact for the Office of the Executive Director, including triaging incoming calls and emails, and monitoring and coordinating responses in the Executive Director’s public email account.
  • Notify staff members and departments when appropriate and coordinate and monitor their responses to ensure each situation is handled efficiently, professionally, and is representative of the Executive Director’s intentions.
  • Coordinate all incoming and outgoing communications in the Executive Director’s office including preparing, writing, and editing letters, memos, and other correspondence.
  • Collaborate with Communications and Marketing staff, as well as other CTY departments as needed, on all communications to internal and external audiences being sent out under the Executive Director’s name.
  • Prepare the Executive Director for a wide range of meetings and presentations by researching logistics, preparing and/or coordinating briefing materials and agendas, and creating itineraries.
  • Support CTY’s senior leadership team by scheduling and attending the group’s weekly meetings, taking notes, and monitoring the progress of projects and initiatives discussed.
  • Manage domestic and international travel and travel expense processing for the Executive Director as well as guests and candidates.
  • In collaboration with CTY’s finance team, manage budgets for the Executive Director’s office including the development and monitoring of operating budgets and the monitoring and review of sponsored and/or endowed funds in collaboration with CTY’s finance team.
  • In collaboration with the Executive Director, develop agendas for monthly all-staff meetings and coordinate all meeting logistics, including scheduling, calendar invitations, coordinating presenters, etc.
  • Coordinate large meetings and special events, including but not limited to executive retreats, staff and community events, and symposia.
  • Maintain files efficiently and securely following the document retention plan for the Executive Director’s office.
  • Serve in an on-call capacity for scheduling emergency/crisis meetings at the direction of leadership.


Special Events & Projects

  • Provide administrative support for special projects and initiatives led by the Executive Director, including strategic planning, reaccreditation, etc.
  • Manage and/or support special projects related to office culture, space, and efficiency, including but not limited to team-building and physical space appearance and organization.
  • Manage the endowed Sarah D. Barder Fellowship Program, including the planning and execution of the annual conference, coordinating the nomination, application, and selection processes for new fellows, facilitating year-round fellow engagement, and maintaining the Sarah D. Barder website by creating content and updating the site.
  • Schedule, coordinate, and serve as the primary on-site contact for special events such as lectures, meetings, and symposia.
  • Direct, manage, and coordinate CTY’s participation in JHU’s annual United Way campaign.
  • Plan and execute the annual staff holiday party.


Other Duties

  • Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties, or responsibilities that are required of the employee for this job.
  • Duties, responsibilities, and activities may change at any time with or without notice.


Specific Physical Requirements

  • Ability to sit in a normal seated position for extended periods of time.
  • Dexterity of hands to operate a computer keyboard, mouse pad and other office machinery.
  • This position will be required to communicate regularly via telephone, virtually, and face-to-face with internal and external stakeholders and must be able to exchange accurate and timely information in these settings.
  • Position also requires a degree of mobility common to working in an office environment; bending, kneeling, or standing during events and presentations may be required.
  • This position may require physical activities such as retrieving packages sent to CTY, breaking down boxes, and moving small items (<50 lbs.) on occasion with the support of carts.


Special Knowledge, Skills, & Abilities

  • Strong written and verbal communicator.
  • Significant experience with Microsoft Office applications.
  • High level of discretion and ability to maintain confidentiality.
  • Excellent judgment and attention to detail.
  • Outstanding interpersonal, customer service, and organizational skills.
  • Demonstrated ability to be solution-oriented and effectively prioritize and manage multiple and/or competing deadlines.
  • Highly proactive with a demonstrated ability to anticipate the needs of the Executive Director and the organization.
  • Ability to work independently with little direct supervision.
  • Ability to navigate and build relationships in a dynamic, highly matrixed environment.
  • Ability to work effectively under pressure and able to execute tasks quickly and efficiently.


Minimum Qualifications
  • Bachelor's degree.
  • Five years' 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.


Preferred Qualifications
  • Master's degree.
  • Experience in a fast-paced professional setting serving senior-level leadership.


 


 

Classified Title: Executive Assistant 
Role/Level/Range: ATO 37.5/03/OG  
Starting Salary Range: Min $24.00 - Max $42.00 HRLY (Commensurate with experience) 
Employee group: Full Time 
Schedule: M-F, 37.5 
Exempt Status: Non-Exempt 
Location: Hybrid/Mount Washington Campus 
Department name: ​​​​​​​Center for Talented Youth 
Personnel area: Academic and Business Centers 

 

Total Rewards
The referenced salary range is based on Johns Hopkins University’s good faith belief at the time of posting. Actual compensation may vary based on factors such as geographic location, work experience, market conditions, education/training and skill level. 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/

 

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 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.


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.

 

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

 

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 accessibility.jhu.edu.

 

Johns Hopkins has mandated COVID-19 and influenza vaccines, as applicable. The COVID-19 vaccine does not apply to positions located in the State of Florida. 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. 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 on 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.

 

Note: Job Postings are updated daily and remain online until filled.

 

 

Total Rewards
The referenced salary range is based on Johns Hopkins University’s good faith belief at the time of posting. Actual compensation may vary based on factors such as geographic location, work experience, market conditions, education/training and skill level. 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/.

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/.

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

Hybrid: On-site 3-4 days a week