Executive Assistant

We are seeking an Executive Assistant ("EA") who will serve an important and highly public role in the Office of the Executive Vice President for Finance & Administration (EVPFA), providing the highest level of administrative and scheduling support to leaders in the Office in a demanding and fast-paced environment. The EA is highly proactive and demonstrates the ability to work independently, prioritize effectively and take initiative in the anticipation of future needs of the leaders they support. The EA is highly responsive, has a strong attention to detail, superb customer service, independent thinking, and solid judgement.

Administrative responsibilities include, but are not limited to,

• Scheduling meeting appointments, coordinating with administrative staff across the university.
• Managing and tracking meeting materials, developing of agendas and materials as needed.
• Booking travel and ensuring expenses are processed by the appropriate parties.
• Answering phones, emails, and correspondence on behalf of the Office.

The EA will serve as a back-up for other Executive Assistants and administrative staff in the Office. The EA will work with other administrative staff to ensure work is completed appropriately and in a timely manner. The EA serves an important and visible role, communicating with and supporting senior leadership and important external partners.

As a member of the Office and citizen of Johns Hopkins University, the EA supports the advancement of the University's mission, values, and goals, particularly those related to diversity, equity, and inclusion. The EA also helps to foster a supportive and welcoming environment in the Office and represents the EVPFA, the Office, and the broader Finance & Administration organization appropriately.

Specific Duties and Responsibilities

Responsibility #1 (60%) - Manage Calendar(s)

• Strategically manage calendars including meetings, appointments, and special events with an understanding of priorities, deadlines, and goals.
  
• Organize and schedule meetings with stakeholders inside the Office, across the university, and external to the institution.
• Maintain a conflict-free calendar of meetings and appointments, ensuring efficient use of time, anticipating future schedule conflicts, and take initiative to resolve conflicts in a timely manner.
• Maintain attendance lists for meetings, committee rosters, and contact sheets including appropriate administrative support staff.
• Arrange all aspects of travel, including airfare, hotel, rental car, and itineraries in a manner that promotes the best use of time and minimizes potential travel issues.
• Serve on-call capacity to schedule emergency/crisis meetings at the direction of leadership.

Responsibility #2 (20%) - Manage Materials & Briefings

• Prepare agendas and track topics for meetings by closely collaborating with the leadership team to gather and prioritize topics.
• Compile, prioritize, and maintain daily and weekend reading lists as appropriate.
• Prepare daily for the range of meetings and presentations and work with other staff and offices to ensure all materials and necessary information has been procured.
• Develop, edit, and manage agendas and materials as appropriate in a way that is professional, accurate, and succinct.

Responsibility #3 (20%) - Coordinating Daily Activities for the Office

• Provide high-level administrative support to the Office on a daily basis, serving as the main line of administrative support for all of the Office's needs.
• Submit expense reports and complete administrative processes required for the office.
• Maintain and regularly update a prioritized list of to-do items and follow-up items for leaders in the Office with an understanding of time sensitivities and relevant priorities.
• Keep the leaders in the Office on schedule and abreast of changes and high-level concerns, as necessary, throughout each day.
• Anticipate and problem-solve issues and concerns impacting leaders in the Office both independently and in partnership with other members of the Office.
• Train, mentor, back-up, and delegate work to other administrative staff as needed in the Office.
• Act as a liaison between the Office and JHU leadership, internal stakeholders, external constituents.
• Answer questions, provide guidance, and disseminate information with stakeholders outside the Office.

• Bachelor's Degree.
• 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.

• Experience working in higher education, non-profit, or social sector organizations.
• Experience in finance, accounting, human resources, information technology, and/or general administration.
• Experience in a professional setting supporting a senior-level individual.
• Experience producing high-quality written content for executive audiences.
• Willingness to travel domestically to support the Office, as needed.

• Excellent written and oral communication skills.
  

• Significant experience with Microsoft Office products, internet searches, and database systems.
  

• Outstanding interpersonal, customer service and organizational skills.
  

• Ability to handle sensitive information with tact, professionalism, and confidentiality.
  

• Ability to manage and prioritize multiple tasks simultaneously in a dynamic, fast-paced, professional environment.
  

• Ability to learn quickly on the job, including new digital platforms and systems.
  

• Ability to work effectively both independently and as a member of a team.
  

• Ability to be flexible and composed in rapidly changing situations and to thrive in an extremely fast-paced environment.
  

• Ability to perform within severe time constraints with the highest degree of accuracy, effectiveness, and diplomacy.
  

• Excellent attention to detail.
  

• Commitment to the values of Johns Hopkins University, particularly our goals and values related to diversity, equity, and inclusion.
  

• Flexibility to work in the evenings and weekends as needed.

Classified Title: Executive Assistant
Role/Level/Range: ATO 37.5/03/OG
Starting Salary Range: $24.25 - $42.50 HRLY (Commensurate with experience)
Employee group: Full Time
Schedule: Monday - Friday 8AM-5PM
Exempt Status:Non-Exempt
Location:Hybrid/Homewood Campus
Department name: EVP for Finance and Admin Off of
Personnel area: University Administration