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 AssistantRole/Level/Range: ATO 37.5/03/OGStarting Salary Range: $24.25 - $42.50 HRLY (Commensurate w/exp.)Employee group: Full TimeSchedule: Monday - Friday 8:30am - 5:00pmFLSA Status: Non-ExemptLocation: Hybrid/Homewood CampusDepartment name: Civic Engagement and OpportunityPersonnel area: University AdministrationThe listed salary range represents the minimum and maximum Johns Hopkins University offers for this position, based on a good faith estimate at the time of posting. Actual compensation will vary depending on factors such as location, skills, experience, market conditions, education, and internal equity. Not all candidates will qualify for the highest salary in the range.Johns Hopkins provides a comprehensive benefits package supporting health, career, and retirement. Learn more: https://hr.jhu.edu/benefits-worklife/.Equal Opportunity EmployerAll 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 Lawhttps://www.eeoc.gov/sites/default/files/2023-06/22-088EEOCKnowYourRights6.12ScreenRdr.pdf