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Requisition ID:  117503

Executive Assistant

We are seeking an Executive Assistant to serve an important and highly public role in the Office of the Vice President for Civic Engagement and Opportunity, providing expert administrative support to the VP in a demanding, fast-paced environment. The Executive Assistant will communicate and interact with the senior leadership of the university, including the president, vice presidents, deans, directors and their respective staff, as well as important external constituents. The Executive Assistant must be highly proactive and demonstrate the ability to work independently. The successful candidate will be able to prioritize effectively, take an energetic approach to work assignments and take initiative in anticipating the needs of the VP and his/her leadership team. As a professional representative of the Office for Civic Engagement and Opportunity, the candidate must be committed to responsiveness, customer service, excellence and teamwork. The Executive Assistant will deal regularly with highly sensitive, privileged and confidential subject matter. This position requires discretion and exercising considered judgement in all conversations, handling of materials, etc.


Specific Duties & Responsibilities

  • Specific responsibilities include, but are not limited to, the following,
  • Manage the Vice President's calendar of meetings, appointments and special events; organize high-level meetings with constituencies as required; anticipate future schedule conflicts and take initiative to resolve them in a timely manner.
  • Prepare the VP daily for a wide range of meetings and presentations and work with other staff and offices to ensure that briefing materials for meetings and special events are prepared appropriately and on time. Attention to detail in this task is critical.
  • Coordinate complex meetings, including scheduling, invitations, reminders, meeting logistics (including A/V, catering, meeting location, conference line availability, etc.).
  • Maintain attendance lists and contact sheets. Prepare and distribute materials for meetings as needed.
  • Record and track agenda items for the VP’s one-on-one meetings with the leadership. Prepare meeting agendas accordingly.
  • Maintain effective and proactive communication with executive staff, deans, board members, administrators and university administration as required.
  • Working with related members of the leadership team, manage the follow-up to important action items requiring the VP’s attention with respect to correspondence, special events, and other operations.
  • Prepare and edit letters, memos and other correspondence as needed for the VP.
  • Oversee incoming correspondence and requests for the VP’s attention; route matters and correspondence to other staff members as appropriate; prioritize items that need immediate attention.
  • Respond to the VP’s phone calls and mail as needed; the first point of contact for all incoming phone calls to the Sr. VP.
  • Coordinate travel plans and itineraries for the VP in a manner that promotes the best use of time and efficiency and minimizes potential travel issues.
  • Prepare travel and accommodation arrangements for the VP. Track and ensure timely processing of travel and expense reimbursement. Maintain the executive and office travel and expense logs.
  • Manage responsibility for the consistent use of file management systems. Ensure files are well organized, maintained and up to date. Participate in oversight of records retention.
  • Provide support for project management, as needed.
  • Handle highly confidential information with an appropriate level of discretion.
  • Support event coordination for the VP.


Special Knowledge, Skills, and Abilities

  • Must be highly computer literate, with demonstrated facility to work with a variety of software systems.
  • Proficient in Microsoft Office suite (Word, Excel, PowerPoint, Outlook).
  • Ability to work independently and as part of a team.
  • Strong problem-solving skills.


Minimum Qualifications
  • Bachelor's Degree required.
  • 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
  • Excellent oral and written communications skills and computer skills. Sound judgment and independent decision making ability. Experience dealing with senior- or executive-level individuals and confidential or sensitive information. Highly organized with ability to manage and prioritize multiple projects and to work within a cross-functional environment.
  • Represents oneself in a manner consistent with standards for professional and ethical conduct to maintain image and credibility.
  • Ability to work flexible hours as needed.
  • Demonstrated experience working positively and collaboratively with a wide range of stakeholders.

 

 

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 8:30am - 5:00pm 
FLSA Status: Non-Exempt 
Location: Hybrid/Homewood Campus 
Department name: ​​​​​​​Civic Engagement and Opportunity  
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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