Executive Assistant

We are seeking an Executive Assistant to provide high level, expert administrative support and project management for the Office of the Vice Provost for Student Affairs (VPSA). The VPSA works closely with members of the Office of the Provost, deans, and university leadership to achieve the academic initiatives and priorities for Johns Hopkins University. The Executive Assistant oversees the smooth functioning of the VP office, is responsible for scheduling and managing the VP's internal and external agenda, prepares the VP for a variety of key meetings, schedules and coordinates standing meetings and retreats, serves as a liaison between the VP and university officials, coordinates internal and external communications, processes financial documents, monitors key metrics, prepares progress reports, and provides project management support as needed.

Student Affairs at Johns Hopkins champions student success and we cultivate a student experience that empowers students to thrive and achieve their dreams. Student Affairs educates beyond the classrooms, helping students to deepen their self-awareness, develop relationships, nurture inclusion, and find fulfillment in the collegiate experience to ensure lifelong success and meaningful contributions to our global community. The Student Affairs units include: student success, housing, dining, recreation and athletics, student conduct, student activities, cultural centers, civic engagement, case management, and several administrative functions (communications, professional development, assessment, HR, IT, finance, and facilities).

The Executive Assistant provides expert administrative support and project management for the Office of the Vice Provost. The Executive Assistant must be able to work in a demanding, fast-paced, and collaborative work environment. This position requires the ability to multi-task, prioritize, be proactive, and practice independent decision-making. This position will deal regularly with sensitive and confidential information and must exercise the utmost professionalism and discretion at all times.

The successful candidate will collaborate with other members of the Office of the Provost's and the Student Affairs program area administrative teams, communicate effectively, prioritize multiple tasks, demonstrate a proactive approach to work assignments, and take initiative in anticipation of future needs of the VP. One of the key objectives of this position is to foster and strengthen relationships in a highly decentralized environment while consistently developing partnerships. The Executive Assistant will also have regular interaction with students. Having prior work experience in institutions of higher education is preferred. This position reports to the Vice Provost of Student Affairs and works collaboratively with the Associate Vice Provost for Strategic Student Initiatives. The position is full-time, 8 am - 5 pm, Monday through Friday, with occasional evening and weekend work. This position works primarily onsite in the Homewood office with the flexibility to have remote work when the VPSA is not in the office.

Specific Duties & Responsibilities

• Manage the calendar of the vice provost for student affairs, including meetings, appointments, and events; schedule and organize meetings; prepare the VPSA for meetings and presentations, work with other staff and offices to ensure briefing materials are prepared appropriately, include necessary information, and are on time. Be proactive in identifying and resolving scheduling conflicts.
• Record and track agenda items for the VPSA's individual and staff meetings, develop agendas, and distribute supporting material as necessary. Take minutes at meetings as necessary.
• Manage or assist with special projects of the VPSA; determine priorities to manage the work and propose timelines to the VPSA; proactively request assistance in prioritizing work as needed.
• Assist the Associate VP for Strategic Student Initiatives with project management for the Vice Provost of Student Affairs, including but not limited to tracking progress on divisional goals and projects, organizing materials, and following up with appropriate personnel.
• Coordinate administrative committees and teams, including scheduling, invitations, reminders, and meeting logistics (including AV, catering, meeting location, video and teleconferencing set-up, etc.). Coordinate and distribute supporting materials as necessary.
• Coordinate travel and itineraries for the VPSA in a manner that promotes the best use of time and promotes efficiency. Prepare travel and accommodation arrangements and process all expenses and reimbursements.
• Work with Student Affairs offices to ensure the Office of the VPSA is made aware of student and divisional events in a timely manner; coordinate as appropriate with the Offices of the Provost, President, and Deans of the nine academic divisions.
• Work with the VPSA and Associate VP for Strategic Student Initiatives to plan and implement divisional and student events and meetings that may take place during evenings and weekends.
• Manage purchasing card for Office of the VPSA, reconcile monthly expenditures, run and review monthly budget reports with the AVP for Strategic Student Initiatives; collect information to assist with budget development and projections.
• Organize, manage, and oversee electronic office files and documents in Teams and one-drive.
• Plan and develop leadership meetings, retreats, and social gatherings.
• Support VPSA office management including office/phone coverage, facilities management issues (e.g. manage key distribution, procurement transactions, and supplies purchases), budget management, and technical support.
• Prepare and edit emails, letters, memos, and other correspondence for the VPSA working with input from the AVP for Strategic Student Initiatives.
• Provide administrative support during student emergencies and crises. This may require weekend and evening work with little notice.
• Work closely with administrative staff for the VPSA's senior leadership team on priorities, initiatives, and goals.
• Perform other duties as required.

Special Knowledge, Skills, or Abilities

• Experience supporting an executive-level administrator.
• Comfortable taking initiative and exercising independent judgment to resolve issues and unanticipated challenges to the VPSA's schedule and priority projects.
• Experience with PC operating systems, Microsoft Suite; Outlook calendaring, Excel, PowerPoint, Teams, and Zoom for virtual meetings, project management/tracking programs, electronic filing systems, and budget process systems. Must be comfortable pulling reports from multiple data sources, systems, and databases.
• Independently applies functional or technical knowledge and has the capability and knowledge base to share technical skills with others.
• Represents oneself in a manner consistent with standards for professional and ethical conduct to maintain image and credibility.
• Organizational skills including abilities to manage time effectively, prioritize both short-term and long-term tasks, set goals, and develop systems for achieving those goals.
• Ability to work flexible hours as needed - occasional evenings, weekends, and overtime.
• Strong editing skills and ability to communicate clearly in writing and verbally. Ability to manage students, families, and affiliates who may require extra attention through a compassionate tone.
• Effective communication skills to communicate to a broad employee groups, affiliates, and stakeholders.
• Demonstrated capacity to work effectively with people from diverse backgrounds to promote an inclusive campus and community culture.
• Ability to analyze information and situations and make independent judgments and decisions.
• Knowledge of higher education and or health care leadership and administration, higher education structure is desirable.

• Bachelor's Degree.
• Five years of 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.

Classified Title: Executive Assistant
Role/Level/Range: ATO 37.5/03/OG
Starting Salary Range: $24.25 - $42.50 HRLY ($74,000 targeted; Commensurate with experience)
Employee group: Full Time
Schedule: Mon-Fri, 8:30am-5pm
Exempt Status:Non-Exempt
Location:Homewood Campus
Department name: Student Affairs
Personnel area: University Student Services