Executive Assistant Jobs at The Johns Hopkins University – Baltimore, MD (On-site)

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Job Req ID: 102956

Executive Assistant

The Centers for Government Excellence and Public Innovation at Johns Hopkins University seeks a seasoned Executive Assistant to provide expert administrative support to the Associate Vice Provost (AVP) for Public Sector Innovation and members of her executive team, and to manage the AVP’s schedule and engagements. The Executive Assistant will have high visibility with university leaders, partners, collaborators and donors, as well as with high-profile visitors and will be the AVP’s primary point of contact responsible for scheduling engagements and communicating with executives and senior leadership, including but not limited to, the JHU President, Vice Presidents, the Provost, Deans, Faculty, Senior Leaders at International Philanthropic Organizations, Mayors and Government Leaders, and external stakeholders.

The position requires a highly skilled individual who can manage multiple priorities and deadlines while providing a high level of service to the AVP. The ideal candidate will have experience coordinating busy executive-level calendars, creating briefing materials, will be committed to the mission of the AVP’s office and the centers, and will exhibit a positive attitude while conducting business with a high degree of tact and diplomacy. The Executive Assistant reports directly to the AVP and is expected to work in close collaboration with and support the Senior Director for Operations and Administration, other members of the AVP’s executive team and other staff. The Centers for Government Excellence and Public Innovation is committed to working with communities that are focused on ending legacies of structural, entrenched racism and oppression. The Executive Assistant must be willing to consider how reimagined government, knowledge, and engagement models may contribute towards the dismantling of these legacies.

Johns Hopkins University is an equal opportunity employer and does not discriminate on the basis of gender, marital status, pregnancy, race, color, ethnicity, national origin, age, disability, religion, sexual orientation, gender identity or expression, veteran status, other legally protected characteristics or any other occupationally irrelevant criteria. The university promotes Affirmative Action for minorities, women, individuals who are disabled, and veterans. Johns Hopkins University is a drug-free, smoke-free workplace.

Specific Duties & Responsibilities

Executive-Level Scheduling

• The AVP has a direct reporting relationship to the University Provost and leads an Academic and Cultural Center (ACC) that houses the Bloomberg Center for Government Excellence (GovEx) and the Bloomberg Center for Public Innovation (BCPI).
• Manage scheduling, communications and engagements with various executive leaders throughout the institution.
• Manage conflict-free daily calendars for the AVP.
• Schedule internal and external meetings with key stakeholders and top donors.
• Independently identify and resolve scheduling conflicts and prioritize meeting requests.
• In advance of all meetings, confirm logistics and ensure all parties have the proper materials disseminated for both in-person and virtual events.
• Organize virtual and in-person engagements and talks, team meetings, all-staff meetings, and sponsored convenings and conferences/seminars.
• Make travel arrangements for the AVP and designated leadership staff, invited speakers, and guests.
• Communicate with University executive offices and represent the AVP in scheduling meetings and donor related activities in a professional and congenial manner.
• Draft/edit/circulate related meeting and special event materials, gather background data in preparation for meetings, speeches, reports and proposals to prepare the AVP and her team for meetings and presentations with university leadership, faculty, staff and external partners and groups.
• Proofread, edit and summarize confidential and sensitive information with discretion.
• Facilitate relationships with key external stakeholders, including members of government, the media, philanthropies and civil society.
• Anticipate future needs of the AVP demonstrate responsiveness, critical thinking and sound judgement while thriving in a dynamic organizational environment.

Planning and Coordination of Meetings and Events

• The AVP oversees the work of centers and teams that routinely host and/or facilitate meetings, events and strategic consultations with key stakeholders and collaborators as a part of their missions.
• Make significant contributions to planning, coordination and implementation of meetings and events to ensure that logistical needs are met in a professional, effective, and timely manner.
• Draft briefing materials for all meetings so the AVP has background on purpose and participants.
• Determine participation in meetings based on organizational needs and opportunity.
• Greet visitors and special guests and assist them with hospitality needs during their visits (e.g., locating temporary office space, quiet rooms for calls or securing alternative JHU meeting space, as needed).
• Respond to inquiries and direct people to the most appropriate staff for assistance.
• Assist with the generation, collection, collation and dissemination of meeting invitations and documents, including meeting notes and summaries.
• Participate in staff and planning meetings and capture meeting minutes and follow up actions.
• Process travel expenses and reimbursements for the AVP and other designated leadership staff.
• Provide event day staffing support for convenings, special events and meetings as needed in support of the AVP and the centers.
• Oversee and supervise student administrative workers and junior administrative staff.
• Provide back-up administrative support to the centers, as needed.
• Perform other duties, as assigned.

Special Knowledge, Skills & Abilities

• Advanced knowledge using office software applications including Microsoft Excel, Microsoft Word, and Microsoft Outlook.
• Experience working within large, complex organizations and supporting events and meetings.
• Excellent communication and interpersonal skills including the generation of meeting summaries and action steps.
• Capacity to work independently and in a results-oriented work environment.

Minimum Qualifications

• 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.

Classified Title: Executive AssistantRole/Level/Range: ATO 37.5/03/OGStarting Salary Range: Commensurate with experienceEmployee group: Full TimeSchedule: Mon.-Fri. / 7.5 hours dailyExempt Status: Non-ExemptLocation: Hybrid/Homewood CampusDepartment name: Ctrs for Govt Excellence & Public InnovaPersonnel area: Academic and Business CentersIf Permitted, Equivalencies Will Follow These GuidelinesPlease refer to the job description above to see which forms of equivalency are permitted for this position.

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 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.

The successful candidate(s) for this position will be subject to a pre-employment background check.

Hybrid

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