Description
Working at JHU
The Johns Hopkins School of Medicine is seeking an Executive Assistant to provide high level administrative and operational support to the Office of the Dean/CEO. Reporting to the Dean/CEO’s Executive Specialist, the Executive Assistant plays a pivotal role in coordinating the Dean/CEO’s key activities, supporting executive level processes and meetings, and ensuring smooth operations across the Office of the Dean and CEO. The role requires exceptional judgment, efficiency, and attention to detail in a fast paced, high visibility environment.
The Executive Assistant will assist in all administrative matters and provide administrative support for day-to-day operations for an executive leader(s). The Executive Assistant supports the executive(s) on a variety and range of administrative and office functions, e.g. oral and written communications, calendars, meetings, travel arrangements, and special projects as needed.
Specific Duties & Responsibilities
- Coordinate calendars and arrange meetings and events.
- Prepare meeting summaries and confidential reports for executive management regarding sensitive and complex issues. Record and draft minutes. Monitor and follow-up on action items.
- Organize committees and meetings on behalf of the executive(s).
- Assume full responsibility and accountability for carrying out and completing special projects and assignments.
- Work closely with and interact regularly with high-level staff, officers, and special guests.
- Represent the executive(s) in appropriate circumstances within the scope of the position’s responsibility.
- Schedule and prepare travel-related and other reimbursements as needed.
- Assist with files, letters, and preparation of departmental reports.
- Other duties as assigned.
In addition to the duties described above
- Provide direct calendaring and administrative support for the Dean/CEO, including managing complex scheduling requests and coordinating priorities.
- Draft, prepare, and manage standard leadership correspondence, including endowed professorship letters, letters of support, and other executive level communications.
- Coordinate and support leadership meetings hosted by the Dean/CEO, with specific focus on managing agendas, briefing materials, and logistics.
- Manage key office operations, including facilities/maintenance issues, equipment needs, conference room scheduling, supporting events coordination, and other logistical planning in the Office of the Dean/CEO.
Minimum Qualifications
- Bachelor’s Degree.
- Five years of progressively responsible experience providing 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 beyond a high school diploma/graduation equivalent, to the extent permitted by the JHU equivalency formula.
Preferred Qualifications
- Experience supporting senior leadership in a higher education, healthcare, or similarly complex environment.
- Familiarity with Johns Hopkins systems and processes.
Technical Qualifications & Specialized Certifications
- Highly proficient with Microsoft Office programs including Outlook, Word, Excel, and PowerPoint.
Technical Skills & Expected Level of Proficiency
- Calendar Management - Advanced
- Confidentiality and Discretion - Advanced
- Interpersonal Skills - Advanced
- Meeting Coordination - Advanced
- Office Procedures - Advanced
- Oral and Written Communications - Advanced
- Organizational Skills - Advanced
- Project Management - Intermediate
- Travel Coordination - Advanced
The core technical skills listed are most essential; additional technical skills may be required based on specific division or department needs.
Classified Title: Executive Assistant
Role/Level/Range: ATO 37.5/03/OG
Starting Salary Range: $24.25 - $42.50 HRLY ($69,472 targeted; Commensurate w/exp.)
Employee group: Full Time
Schedule: Mon-Fri, 8.30am-5.00pm
FLSA Status: Non-Exempt
Location: Hybrid/School of Medicine Campus
Department name: SOM Admin Exec Off Gen Administration
Personnel area: School of Medicine
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 requires all faculty, staff, and students to receive the seasonal flu vaccine. Exceptions to the 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.
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.