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Requisition ID:  117418

Executive Assistant

Reporting to the Executive Specialist for the Office of the Dean, we are seeking an Executive Assistant who will serves an important and highly public role in the School of Education’s Office of the Dean, providing the highest level of administrative support to the Dean, Vice Dean, and Divisional Business Officer (DBO) in a demanding and fast-paced environment. The Executive Assistant is highly proactive and demonstrates the ability to work independently, prioritize effectively, and take initiative in anticipation of the future needs of the Office of the Dean. The Executive Assistant must demonstrate responsiveness, strong attention to detail, superb customer service, independent thinking, and solid judgment.


This position serves an important and visible role, communicating and interacting with university senior leadership (including, but not limited to, the president, provost, vice presidents, vice provosts, deans, and faculty) and important external partners.


Specific Duties and Responsibilities

  • Provide high-level administrative support to the Dean, Vice Dean, and DBO daily, serving as the main line of daily administrative support for the Dean’s office.
  • Prepare the team daily for a wide range of meetings and presentations and work with other staff and offices to ensure that the team has all materials and information needed for meetings, events, presentations, etc.
  • Strategically manage the principal’s calendars of meetings and appointments – particularly the Vice Dean and DBO, calendaring for the Dean will be shared with the Executive Specialist.
  • Schedule meetings, prepare agendas, and meeting materials for the Dean’s Leadership Council, and attend these meetings to take notes and prepare summaries for distribution. Engage in similar tasks for the Academic Council as requested.
  • Anticipate future schedule conflicts and resolve them promptly.
  • Keep the principals on schedule and abreast of changes and high-level concerns, as necessary, throughout each day.
  • Provide project support for the DBO, and support to the Dean and Vice Dean as needed (will be directed in this way by the Executive Specialist).
  • Work closely with the Executive Specialist and the Events Manager on special events with an understanding of priorities, deadlines, and goals; organize high-level meetings with constituencies as required; Maintain attendance lists, committee rosters, and contact sheets when appropriate. Staff graduation week events.
  • Maintain and regularly update a prioritized list of to-do items and follow-up items for the DBO and Vice Dean and populate the to-do list through proactive collaboration with the Executive Specialist with an understanding of time sensitives and related priorities.
  • Compile, prioritize, and maintain a weekly weekend reading list for the Dean, Vice Dean, and DBO.
  • Coordinate all travel plans and itineraries for the principals in a manner that promotes the best use of time and minimizes potential travel issues; reconcile and process all travel-related expenses for the principals.
  • Process invoices and contracts.
  • Anticipate and problem-solve issues or concerns impacting the Dean, Vice Dean, and DBO, both independently and in partnership with the Executive Specialist.
  • Recommend operational processes and workflow improvements to the Executive Specialist.
  • Serving as communications liaison to the Dean’s Office with MarCom and external media inquiries.
  • Update the Dean and Vice Dean internal webpage as needed.
  • Provide administrative coverage to the Executive Specialist when needed.
  • Serve in an on-call capacity for scheduling emergency/crisis meetings at the direction of leadership.


Additional Knowledge, Skills, and Abilities

  • Excellent written and oral communication skills.
  • Significant experience with Microsoft Office products, virtual collaboration tools (e.g. Zoom, MS Teams, etc.), internet searches, and database systems.
  • SAP and Concur experience preferred.
  • Outstanding interpersonal, customer service, and organizational skills.
  • Use of good and independent judgment and decision making.
  • Maintaining confidential information.
  • Ability to manage more than one task simultaneously in a dynamic, fast-paced, professional environment.



Minimum Qualifications
  • Bachelor's Degree.
  • Five year's 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
  • Experience in a professional setting serving as a senior-level individual preferred.
  • Must maintain the highest levels of confidentiality and professionalism; and have the ability to develop and maintain sound relationships.
  • Must be skilled in managing and prioritizing multiple projects simultaneously. Assist as needed on School’s initiatives.

 

 

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, 37.5 hours per week 
FLSA Status: Non-Exempt 
Location: Hybrid/Homewood Campus 
Department name: ​​​​​​​Office of the Dean  
Personnel area: School of Education 

 

 

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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