Executive Assistant
- Employer
- Johns Hopkins University
- Location
- Maryland, United States
- Salary
- Salary Not Specified
- Date posted
- Aug 21, 2020
View more
- Position Type
- Administrative, Business & Administrative Affairs, Business & Administrative Support, Other Business & Administrative Affairs, Chief Business Officers & Vice Presidents
- Employment Level
- Administrative
- Employment Type
- Full Time
-
Effectively manage the complex calendar of the Executive
Vice-Dean and support others in the executive office as
needed.
This
includes scheduling meetings, resolving scheduling conflicts,
prioritizing requests, and arranging meeting logistics (A/V,
catering, meeting locations).
Prepare the executives for meetings and events by researching
and gathering critical information on issues, compiling materials
for daily briefing folders, developing and proposing agenda items,
confirming meeting details, and conducting/tracking necessary
follow-ups.
At
the request of the Chief of Staff, lead ad hoc project teams and
take responsibility to achieve pre-determined
outcomes.
Provide coordination and support of special projects as
designated by the Chief of Staff.
Implement a system to track the executives’ projects/tasks and
update on an ongoing basis.
Ensure that executives are aware of impending deadlines and the
status of their respective
projects/tasks.
Arrange domestic and international travel and create
corresponding detailed itineraries. Ensure that travel visas are
obtained when necessary.
Schedule and coordinate Office of the Dean/CEO standing
executive meetings, including Committee of the Whole, Dean’s
Executive Staff luncheons, and other meetings/events as
needed.
As
requested, schedules and provides logistical support for meetings
and events by securing room reservations; setting up meeting
spaces; selecting, ordering, and mailing invitations; tracking
invitees’ attendance; planning event menus and ordering catering;
collecting speaker bios; and distributing post-meeting
surveys.
As
requested, attends events to provide on-site
assistance.
Staff
various projects by taking meeting minutes, noting milestones for
the project, monitoring all aspects of project to completion, and
executing project-related tasks as
assigned.
Process and submit corporate card reconciliations, vendor
invoices, and reimbursement requests in a timely
manner.
Compose, edit, and finalize correspondence on behalf of the
Executive Vice Dean.
Track
expiration dates for the Executive Vice Dean’s medical licenses and
hospital privileges and complete applications in a timely manner to
ensure that there are no lapses in
coverage.
Foster institutional
relationships.
Collaborate and liaise extensively with a variety of individuals
on matters critical to the Office of the
Dean/CEO.
Serve
as the first point of contact for the executives by screening all
phone inquiries and receiving
guests.
Process executives’ incoming mail, prioritize items that need
immediate attention, and triage to other staff members as
appropriate.
Other
tasks and special projects as
assigned.
-
Supports the chief of staff with project management of Dean’s
Office and JHM strategic
initiatives.
Schedule, plan, and execute the Dean’s departmental
reviews.
This
will include selecting meeting dates, securing hotel accommodations
for external reviewers, reserving and preparing conference rooms,
and ordering catering.
Provide support for the director reappointment reviews,
including attending pre-review meetings and preparing
reports.
Process non-employee travel reimbursements, honorarium payments,
and invoices related to the departmental and reappointment
reviews.
Other
tasks and special projects as
assigned.
- Bachelor’s degree required.
- Five (5) years’ experience 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.
JHU Equivalency Formula:18 graduate degree credits (semester hours) may substitute for some 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.
Special Knowledge, Skills, and Abilities:
- Self-motivated, focused, positive attitude, flexible, professional and proactive.
- Proven ability to multi-task and work in a complex, fast-paced, demanding environment.
- Ability to liaise with people at all levels, including high-level executives, VIPs, and peers
- Ability to manage multiple and/or competing priorities.
- Ability to handle highly confidential and sensitive matters in an appropriate manner.
- Strong organizational skills and meticulous attention to detail.
- Excellent verbal and written communication skills.
Department name:10002561-SOM Admin Exec Off Gen Administration
Personnel area (School): SOM – School of Medicine
The successful candidate(s) for this position will be subject to a pre-employment background check.
If you are interested in applying for employment with The Johns Hopkins University and require special assistance or accommodation during any part of the pre-employment process, please contact the HR Business Services Office atjhurecruitment@jhu.edu. For TTY users, call via Maryland Relay or dial 711.
The following additional provisions may apply depending on which campus you will work. Your recruiter will advise accordingly.
During the Influenza ("the flu") season, as a condition of employment, The Johns Hopkins Institutions require all employees who provide ongoing services to patients or work in patient care or clinical care areas to have an annual influenza vaccination or possess an approved medical or religious exception. Failure to meet this requirement may result in termination of employment.
The pre-employment physical for positions in clinical areas, laboratories, working with research subjects, or involving community contact requires documentation of immune status against Rubella (German measles), Rubeola (Measles), Mumps, Varicella (chickenpox), Hepatitis B and documentation of having received the Tdap (Tetanus, diphtheria, pertussis) vaccination. This may include documentation of having two (2) MMR vaccines; two (2) Varicella vaccines; or antibody status to these diseases from laboratory testing. Blood tests for immunities to these diseases are ordinarily included in the pre-employment physical exam except for those employees who provide results of blood tests or immunization documentation from their own health care providers. Any vaccinations required for these diseases will be given at no cost in our Occupational Health office.
Equal Opportunity Employer
Note: Job Postings are updated daily and remain online until
filled.
EEO is the Law
Learn more:
https://www1.eeoc.gov/employers/upload/eeoc_self_print_poster.pdf
The successful candidate(s) for this position will be subject to a pre-employment background check.
If you are interested in applying for employment with The Johns Hopkins University and require special assistance or accommodation during any part of the pre-employment process, please contact the HR Business Services Office at jhurecruitment@jhu.edu. For TTY users, call via Maryland Relay or dial 711.
The following additional provisions may apply depending on which campus you will work. Your recruiter will advise accordingly.
During the Influenza ("the flu") season, as a condition of employment, The Johns Hopkins Institutions require all employees who provide ongoing services to patients or work in patient care or clinical care areas to have an annual influenza vaccination or possess an approved medical or religious exception. Failure to meet this requirement may result in termination of employment.
The pre-employment physical for positions in clinical areas, laboratories, working with research subjects, or involving community contact requires documentation of immune status against Rubella (German measles), Rubeola (Measles), Mumps, Varicella (chickenpox), Hepatitis B and documentation of having received the Tdap (Tetanus, diphtheria, pertussis) vaccination. This may include documentation of having two (2) MMR vaccines; two (2) Varicella vaccines; or antibody status to these diseases from laboratory testing. Blood tests for immunities to these diseases are ordinarily included in the pre-employment physical exam except for those employees who provide results of blood tests or immunization documentation from their own health care providers. Any vaccinations required for these diseases will be given at no cost in our Occupational Health office.
Equal Opportunity Employer
Note: Job Postings are updated daily and remain online until filled.
EEO is the Law
Learn more:
https://www1.eeoc.gov/employers/upload/eeoc_self_print_poster.pdf
Important legal information
http://hrnt.jhu.edu/legal.cfm
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