Executive Specialist

We are seeking an Executive Specialist who will provide high-level executive coordination and strategic support to the Dean of the Johns Hopkins University's School of Medicine (SOM) and CEO of Johns Hopkins Medicine (JHM), ensuring the seamless operation and management of the Office of the Dean/CEO and facilitating the accomplishment of organizational goals and initiatives. As a key partner and trusted resource, the Executive Specialist demonstrates senior-level experience and serves as a key resource within the Office of the Dean/CEO. The Executive Specialist demonstrates strong organizational, administrative, and communication skills, based on a comprehensive understanding of the academic, administrative, and financial complexities of the role.

This role handles highly sensitive and confidential information, requiring the utmost discretion, independent judgment, and the ability to prioritize and address urgent issues. The Executive Specialist will oversee the administrative operations and financial processes with which the Dean/CEO is concerned.

The Executive Specialist coordinates and implement projects assigned by the Dean/CEO. The individual must be tactful and exercise sound judgment in representing and advising the Dean/CEO on a variety of matters. The role requires exceptional interpersonal skills, ensuring effective communication with senior leadership and stakeholders. The role demands adaptability, a proactive approach, and openness to change. The Executive Specialist performs responsibilities and makes decisions based on a deep understanding of the priorities and expectations of the Dean/CEO and the strategic goals of both Johns Hopkins Medicine and the School of Medicine. This position is critical in advancing institutional priorities and assuming responsibilities that facilitate and ensure that the Dean/CEO can focus on high-level decision-making.

Specific Duties & Responsibilities

Executive Coordination and Administrative Support

• Prepare and manage high-level correspondence, reports, presentations, newsletters and other documents on behalf of the Dean/CEO.
• Coordinate and organize executive meetings, including leadership meetings divisional and group meetings and special events.
• Prepare agendas, minutes, meeting materials, and manage logistics to ensure efficient execution.
• Serve as the Dean/CEO's key point of contact and coordinator for scheduling, time management, and travel, ensuring the Dean/CEO's calendar is aligned with priorities.
• Proactively prepare the Dean/CEO for meetings, speaking engagements, and high-profile events including researching and gathering critical information and intelligence on issues, and providing briefing documents and context for decision-making.
• Provide support for the Dean/CEO's office, preparing for and greeting visitors.
• Manage incoming correspondence and phone calls, messaging, and referrals on behalf of the dean.
• Draft key communications, including professorship dedication letters and professorship endorsement letters on behalf of the Dean/CEO.
• Develop institutional relationships and collaborate extensively with a variety of individuals on matters central to the dean's priorities for SOM and JHM.

Office Management

• Serve as a senior member of the Office of the Dean/CEO administrative leadership team, recommending and implementing policy and procedural changes that improve communication, efficiency and workflow.
• Oversee administrative management of the executive office, managing day-to-day operations, interactions with other members of the management team and academic community, troubleshooting issues, responding to inquiries and questions.
• Maintain key organizational tools, such as directories for leadership and key administrative support personnel as reference materials for departments and units across the institution.
• Assist with onboarding new executive leadership staff and hosting candidates for high-level leadership roles, including VPs, Vice Deans, and Department Directors.

Project Coordination and Special Initiatives

• Take ownership of special projects and initiatives as directed by the Dean/CEO and/or Chief of Staff, ensuring timely execution and efficient coordination.
• Assist with the development and coordination of key strategic initiatives.
• Lead and coordinate meetings, work groups and/or task forces, including presenting and discussing issues and problems, facilitating discussions for the purpose of developing plans or identifying solutions to problems

Fiscal Duties

• Manage the Dean/CEO's corporate credit card and financial accounts, including monthly reconciliations, procurement card administration, and compliance with institutional policies.
• Provide financial processing support, including procurement card, purchase orders, and employee reimbursement processing, ensuring accuracy and compliance with policies.

Additional Knowledge, Skills & Abilities

• High degree of professionalism in interacting with diverse groups, including Boards of Trustees, University leadership, faculty, staff, community members, donors, and learners.
• Approachable and self-motivated individual with a positive and confident attitude.
• Must be extremely detail oriented.
• Exceptional organizational skills with the ability to prioritize, manage multiple tasks, and adapt to changing priorities quickly.
• Strong problem-solving abilities to handle a wide variety of complex administrative situations and resolve conflicts effectively.
• Ability to exercise sound judgment, maintain confidentiality, and handle time sensitive projects with discretion.
• Excellent oral and written communication skills, with the ability to collaborate effectively across departments and work well with all levels of the organization.
• Calm and diplomatic demeanor, especially in high-pressure situations.
• Excellent oral and written communication skills, with the ability to collaborate effectively across departments and work well with all levels of the organization.

• Bachelor's Degree.
• Five year's experience in support of academic, business, research and/or development activities and operations, providing high level administrative oversight, coordination, and advice.
• Additional related experience (i.e. experience in field for which the executive to whom this position reports to is responsible) may be considered in lieu of degree to the extent permitted by the JHU equivalency formula, in exceptional cases.

• A minimum of 10 years related experience.

Classified Title: Executive Specialist
Role/Level/Range: ATP/03/PD
Starting Salary Range: $62,900 - $110,100 Annually (Commensurate with experience)
Employee group: Full Time
Schedule: Monday - Friday 8:30 AM - 5:00 PM
Exempt Status:Exempt
Location:School of Medicine Campus
Department name: SOM Admin Exec Off Gen Administration
Personnel area: School of Medicine