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Job Req ID:  5609

Executive Assistant to the Vice President for Development and Alumni Relations

Title: Executive Assistant to the Vice President for Development and Alumni Relations

Reports to: Associate Director, Office of the Vice President for Development and Alumni Relations

Classification: ATO/3/OG

Schedule: Monday-Friday, 37.5 hours per week

 

 

General Summary:

 

This position provides expert administration support for the Vice President for Development and Alumni Relations. The Executive Assistant is proactive, anticipates future needs of the VP, and demonstrates leadership, responsiveness, strong customer service, independent thinking and solid judgement in a demanding and fast-paced environment. Responsibilities include, but are not limited to, answering phones, scheduling appointments and travel, maintaining confidential information, and other administrative tasks. The Executive Assistant serves an important and visible role, communicating and interacting with senior leadership (including, but not limited to, the president, vice presidents, provosts, deans and faculty) and important external clients (such as trustees, key donors and alumni). The Executive Assistant will also serve as the office manager for the Office of Development and Alumni Relations at Garland Hall and provide leadership to the administrative team.

 

 

Responsibilities:

 

Manage the daily calendar of the VP by scheduling internal and external meetings, appointments, travel, and special events. Independently resolve scheduling conflicts, prioritize requests, and confirm meeting details and expectations for the VP.

 

Organize high-level meetings with constituencies, as required, and disseminate corresponding meeting materials, as needed.

 

Keep the VP on schedule and abreast of changes and high-level concerns, as necessary, throughout each day.

 

Make domestic and international travel arrangements with corresponding detailed itineraries and briefings in preparation for donor visits; coordinate travel plans and appointments with the Office of Principal Gifts and the Office of the President.

 

Research and/or compile briefing materials, as needed, for meetings to ensure the VP is fully prepared for scheduled appointments, presentations, discussions, etc. including researching and gathering critical information, creating presentations, preparing briefings, developing and proposing agenda items and conducting necessary follow-ups. Assure that materials are accessible in a timely manner and kept confidential.

 

Oversee incoming correspondence and requests for the VPs attention; triage to other staff members as appropriate; prioritize items that need immediate attention; and prepare and edit letters, memos and other correspondence for the VP. Proofread and edit documents and office communications for approval and signature by the VP.

 

Obtain a thorough understanding of ALADIN, our internal donor database, in order to maintain data, compile and/or produce reports, and provide information as requested by the VP.

 

Serve as Office Manager for the Office of Development and Alumni Relations located within Garland Hall including providing leadership to the administrative support team. The Executive Specialist will oversee and support the day-to-day operations of the office and needs of the staff.

 

Represent the Office of the Vice President for Development in a professional manner; exercise administrative judgement; respond to requests in a timely manner; and maintain sensitive and confidential information.

 

Perform additional duties as assigned.

 

 

Qualifications:

 

Bachelor’s degree required. Five years’ experience in providing progressively responsible administrative support of academic, business, research and/or development activities and operations, providing high level administrative oversight, coordination, and advice required. Proficiency in Microsoft Office including Outlook, Work, Excel and PowerPoint is preferred. Excellent planning, organizational, communications, phone and interpersonal skills are preferred.

 

Additional related education may substitute for required experience and additional related experience may substitute for required education, to the extent permitted by the JHU equivalency formula.

The successful candidate(s) for this position will be subject to a pre-employment background check.

 

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 HR Business Services Office at jhurecruitment@jhu.edu. For TTY users, call via Maryland Relay or dial 711.

 

The following additional provisions may apply depending on which campus you will work.  Your recruiter will advise accordingly.

 

During the Influenza ("the flu") season, as a condition of employment, The Johns Hopkins Institutions require all employees who provide ongoing services to patients or work in patient care or clinical care areas to have an annual influenza vaccination or possess an approved medical or religious exception. Failure to meet this requirement may result in termination of employment.

 

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.

 

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

 

EEO is the Law
Learn more:
https://www1.eeoc.gov/employers/upload/eeoc_self_print_poster.pdf
Important legal information
http://hrnt.jhu.edu/legal.cfm

 

Homewood Campus

Job Postings are updated daily and remain online until filled.
The successful candidate(s) for this position will be subject to a pre-employment background check.

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 HR Business Services Office at jhurecruitment@jhu.edu. For TTY users, call via Maryland Relay or dial 711.

The following additional provisions may apply, depending on at which campus you will work. Your recruiter will advise accordingly.

  • During the Influenza ("the flu") season, as a condition of employment, The Johns Hopkins Institutions require all employees who provide ongoing services to patients or work in patient care or clinical care areas to have an annual influenza vaccination or possess an approved medical or religious exception. Failure to meet this requirement may result in termination of employment.

  • 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.

Equal Opportunity Employer
EEO is the Law. Learn more: https://www1.eeoc.gov/employers/upload/eeoc_self_print_poster.pdf
Important legal information: http://hrnt.jhu.edu/legal.cfm

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