Executive Assistant

The Johns Hopkins AI-X Foundry is focused on revolutionizing discovery by advancing artificial intelligence that evolves collaboratively with human intelligence, combining the strengths of each for the betterment of society and the world in which we live. AI-X will bring together the mathematical, computational, and ethical foundations of AI with the domains of Health & Medicine, Safety & Assurance, and Discovery & Inquiry.

The Foundry seeks an Executive Assistant to provide expert administration support for the Executive Director and Deputy Executive Director. The Executive Assistant works with fellow administrative, financial, and programmatic staff to achieve the most successful results for the AI-X Foundry. This proactive individual anticipates future needs of the Directors, and demonstrates leadership, responsiveness, diplomacy, strong customer service, independent thinking, and solid judgement in a demanding and fast-paced team environment. The Executive Assistant serves an important and visible role, communicating and interacting with internal JHU senior leadership and important external clients.

Specific Duties & Responsibilities

Administrative leadership

• Has responsibility and accountability for carrying out and completing special projects and assignments with minimal supervision.
• Communicates and interacts with internal JHU senior leadership (including, but not limited to, the president, vice presidents, provosts, deans, and faculty) and important external clients (such as key donors, granting agencies, and other stakeholders in the public health space) in a professional and congenial manner.
• Represents AI-X in university wide meetings.
• Attends Executive Director meetings with JHU senior leadership to record minutes and action items.
• Distributes Executive Director’s directives and actions to the appropriate AI-X faculty and staff leads.
• Develops long range planning to ensure minimal conflicts for the Executive Director’s schedule and major stakeholder events.
• Serves as a gateway to access the Executive director by prioritizing meeting engagements.
• Works closely with the executive assistants from the office of the JHU President and divisional Deans to coordinate joint meetings.
• Scheduling.
• Manage the dynamic daily calendars of the Directors for the AI-X Foundry by scheduling internal and external meetings, appointments, travel, and special events. Independently resolve scheduling conflicts, prioritize requests, and confirm meeting details and expectations for the Directors.
• Organize high-level meetings with constituencies, as required, and disseminate corresponding meeting materials, as needed.
• Keep the Directors on schedule and abreast of changes and high-level concerns, as necessary, throughout each day.
• Research and/or compile briefing materials for meetings to ensure the Directors are fully prepared for scheduled appointments, presentations, discussions, etc., to include gathering critical information, editing presentations and agenda items, and conducting necessary follow-ups. Assure that materials are accessible in a timely manner and kept confidential.
• Oversee incoming correspondence and requests for the Directors’ attention; triage to other staff members as appropriate; prepare and edit letters, memos, and other correspondence for the Directors.

Travel & Expenses

• Make domestic and international travel arrangements in JHU Concur System or with Vendor Travel Agents; to include when necessary, obtaining visas, and creating corresponding detailed itineraries; coordinating travel plans and appointments with other internal or external travelers as needed.
• Reconcile all Executive Director and Deputy Executive Director travel expenses and submit travel reimbursements in a timely and thorough manner. Organize and maintain electronic system of financial documentation for submission in Concur for Travel/Reimbursement, and/or to provide for Financial Team for Account Reconciliation.
• Place orders for Directors’ specific requests, and process invoices.

Office/Administrative Support

• Serve as point of contact for all matters involving administrative paperwork for Directors, including registrations with external sponsors of travel and/or speaking engagements, assistance with completion non-financial Other Support and Biosketch/CV information and tracking and storage/electronic filing of items for future reference.
• Proofread, edit and summarize confidential and sensitive information with discretion.
• Provide event day staffing support for convenings, special events and meetings as needed in support of the Directors, AI-X foundry and the federated centers.
• Maintain a thorough understanding of JHU required systems for use by Directors, including eDisclose, Effort Reporting, Success Factors, Concur, and standard computer programs for collaborative work.
• Maintain and organize the Directors’ documents on JH OneDrive, SharePoint and Teams, Dropbox, and archives in shared files.
• Assist with completion and submission of documentation for maintenance of professional credentials and clearances.
• Assist with retrieval of documentation from files for compiling and/or production of reports and provide information as requested by the Directors.
• Coordinate the collection of and maintain listing of Academic involvement by Center Faculty with JHU for referencing by Directors, including tracking of Lectures, speaking engagement, student mentorship, and other items important to the Career Development of Tenure-Track Faculty at the Center.
• Submit and Track Appointments and Promotion documentation for Faculty New Hires and Promotions.
• Schedule rooms or spaces when needed for Director sponsored meetings.
• Represent the AI-X Foundry in a professional manner; exercise administrative judgement; respond to requests in a timely manner; and maintain sensitive and confidential information.
• Perform additional duties as assigned.

Special Knowledge, Skills & Abilities

• Experience in providing progressively responsible administrative support of academic, business, research and/or development activities and operations, providing high level administrative oversight, coordination, and advice required.
• Excellent planning, organizational, communications, writing phone and interpersonal skills are required.

*Note: This position may require some work outside of normal business hours and/or weekends. The position is hybrid and onsite three days each week.

Minimum Qualifications

• Bachelor's Degree.
• Five year's 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.

Preferred Qualifications

• Previous experience as high-level Executive Assistant preferred.
  

• Proficiency in Microsoft Office including Outlook, Word, Excel, and PowerPoint is preferred.
  
• Proficiency in use of cloud-based file systems including OneDrive, SharePoint, and use of collaboration tools including Zoom or Teams is preferred.

Classified Title: Executive Assistant
Role/Level/Range: ATO 37.5/03/OG
Starting Salary Range: Commensurate with experience
Employee group: Full Time
Schedule: Monday to Friday 830-5
Exempt Status: Non-Exempt
Location: ​​​​​​​Hybrid/Homewood Campus
Department name: Hopkins Extreme Materials Institute
Personnel area: Whiting School of Engineering

Please refer to the job description above to see which forms of equivalency are permitted for this position. If permitted, equivalencies will follow these guidelines:

*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. Johns Hopkins is committed to hiring individuals with a justice-involved background, consistent with applicable policies and current practice. A prior criminal history does not automatically preclude candidates from employment at Johns Hopkins University. In accordance with applicable law, the university will review, on an individual basis, the date of a candidate’s conviction, the nature of the conviction and how the conviction relates to an essential job-related qualification or function.

The Johns Hopkins University values diversity, equity and inclusion and advances these through our key strategic framework, the JHU Roadmap on Diversity and Inclusion.

Equal Opportunity Employer

All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or status as a protected veteran.

EEO is the Law
Learn more:
https://www.eeoc.gov/sites/default/files/migrated_files/employers/poster_screen_reader_optimized.pdf

Accommodation Information

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 Talent Acquisition Office at jhurecruitment@jhu.edu. For TTY users, call via Maryland Relay or dial 711. For more information about workplace accommodations or accessibility at Johns Hopkins University, please visit accessibility.jhu.edu.

Johns Hopkins has mandated COVID-19 and influenza vaccines, as applicable. Exceptions to the COVID and flu vaccine requirements may be provided to individuals for religious beliefs or medical reasons. Requests for an exception must be submitted to the JHU vaccination registry. For additional information, applicants for SOM positions should visit https://www.hopkinsmedicine.org/coronavirus/covid-19-vaccine/ and all other JHU applicants should visit https://covidinfo.jhu.edu/health-safety/covid-vaccination-information/.

The following additional provisions may apply, depending on campus. Your recruiter will advise accordingly.

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.

Note: Job Postings are updated daily and remain online until filled.

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