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Requisition ID:  117344

Executive Assistant

The Johns Hopkins University, one of the world's premier teaching, research, and patient care institutions, is seeking candidates for the position of Executive Assistant within its Investment Office, reporting to the Investment HR and Finance Manager. The Investment Office has responsibility for investing the endowments for the university, Johns Hopkins Hospital, and related endowed entities totaling more than $8 billion, among other assets.


This Executive Assistant position will provide expert administrative support to Vice President/Chief Investment Officer and Deputy Chief Investment Officer in the JHU Investment Office. The person must be extremely proactive, energetic, adaptable, reliable, and thrive in an engaging, fast-paced environment. The ability to remain agile to changes real-time is a must. In addition, the candidate must be an effective communicator and be able to anticipate the needs of the individuals they support.


The candidate must enjoy interacting with a variety of different types of people and helping address a wide range of needs. This person will be a liaison that interacts with senior leadership, other university departments and staff, staff members of numerous external investment organizations and service providers.


This role requires considerable judgment, tact, creativity, and initiative; an ability to create and maintain organizational structures and processes within tight deadlines; an unwavering commitment to service; a positive outlook; and a high level of confidentiality.


Specific Duties and Responsibilities

  • Responsible for strategic and conflict-free calendar management with consideration of deadlines, goals, and strategic initiatives and an ability to diplomatically triage competing internal and external requests and needs.
  • Track deliverables for initiatives and board meetings.
  • Work with colleagues to prepare materials for a variety of key meetings and discussions, including briefings, development of agendas and other materials to ensure topics are ready for discussion. Ensure VP/CIO and Deputy CIO are fully prepared for internal and external meetings.
  • Track and conduct tasks generated in meetings.
  • Triage and manage information flow and priorities by flagging important action items and timelines and prioritizing and facilitating decision points.
  • Disseminate information and field questions on behalf of senior leadership from across the University and key external audiences.
  • Interface with leadership and offices across the university and health system and develop efficient collaboration/coordination among different departments/units.
  • Ability to effectively communicate and coordinate with various university offices, investment managers, and other important external audiences.
  • Prepare first drafts of announcements, correspondence, memos, and emails.
  • Participate in and organize team meetings, and follow-up on action items.
  • Recommend and implement operational/administrative process and workflow changes and improvements.
  • Provide additional administrative support as needed (e.g., travel logistics, event planning, process expenses, problem solving, team building events).
  • Manage special projects/programs and other tasks and responsibilities as assigned from time to time.


Minimum Qualifications
  • Bachelor's Degree.
  • Five years' work experience required in a fast-paced, demanding environment. Providing high level administrative oversight, coordination, and advice is a plus.
  • 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
  • Excellent written and verbal communication skills.
  • Excellent and proven judgment.
  • High level of discretion for confidential information.
  • High level of attention to detail.
  • Demonstrated ability to manage multiple and/or competing priorities with flexibility and initiative.
  • Capacity for and foresight in managing ahead; highly proactive.
  • Team player committed to responsiveness, partnership, and service.
  • Some evening and weekend work required.

 

 

Classified Title: Executive Assistant   
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, 8:30 am - 5:00 pm 
FLSA Status: Non-Exempt 
Location: Hybrid/JH at Keswick 
Department name: ​​​​​​​Investment Management 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.
Hybrid: On-site 3-4 days a week

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