Executive Assistant

Johns Hopkins, founded in 1876, is America's first research university and home to nine world-class academic divisions working together as one university.

Reporting to the Executive Specialist for the Office of the Dean, we are seeking an Executive Assistant who will serve an important and highly public role in the School of Education’s Office of the Dean, providing the highest level of administrative support to the Dean, Vice Dean, and Divisional Business Officer (DBO) in a demanding and fast-paced environment. The Executive Assistant is highly proactive and demonstrates the ability to work independently, prioritize effectively, and take initiative in anticipation of the future needs of the Office of the Dean. The Executive Assistant must demonstrate responsiveness, strong attention to detail, superb customer service, independent thinking, and solid judgment.

This position serves an important and visible role, communicating and interacting with university senior leadership (including, but not limited to, the president, provost, vice presidents, vice provosts, deans, and faculty) and important external partners.

Specific Duties & Responsibilities

• Provide high-level administrative support to the Dean, Vice Dean, and DBO daily, serving as the main line of daily administrative support for the Dean’s office.
• Prepare the team daily for a wide range of meetings and presentations and work with other staff and offices to ensure that the team has all materials and information needed for meetings, events, presentations, etc.
• Strategically manage the principal’s calendars of meetings and appointments – particularly the Vice Dean and DBO, calendaring for the Dean will be shared with the Executive Specialist.
• Schedule meetings, prepare agendas, and meeting materials for the Dean’s Leadership Council, and attend these meetings to take notes and prepare summaries for distribution. Engage in similar tasks for the Academic Council as requested.
• Anticipate future schedule conflicts and resolve them promptly.
• Keep the principals on schedule and abreast of changes and high-level concerns, as necessary, throughout each day.
• Provide project support for the DBO, and support to the Dean and Vice Dean as needed (will be directed in this way by the Executive Specialist).
• Work closely with the Executive Specialist and the Events Manager on special events with an understanding of priorities, deadlines, and goals; organize high-level meetings with constituencies as required; Maintain attendance lists, committee rosters, and contact sheets when appropriate. Staff graduation week events.
• Maintain and regularly update a prioritized list of to-do items and follow-up items for the DBO and Vice Dean and populate the to-do list through proactive collaboration with the Executive Specialist with an understanding of time sensitives and related priorities.
• Compile, prioritize, and maintain a weekly weekend reading list for the Dean, Vice Dean, and DBO.
• Coordinate all travel plans and itineraries for the principals in a manner that promotes the best use of time and minimizes potential travel issues; reconcile and process all travel-related expenses for the principals.
• Process invoices and contracts.
• Anticipate and problem-solve issues or concerns impacting the Dean, Vice Dean, and DBO, both independently and in partnership with the Executive Specialist.
• Recommend operational processes and workflow improvements to the Executive Specialist.
• Serving as communications liaison to the Dean’s Office with MarCom and external media inquiries.
• Update the Dean and Vice Dean internal webpage as needed.
• Provide administrative coverage to the Executive Specialist when needed.
• Serve in an on-call capacity for scheduling emergency/crisis meetings at the direction of leadership.

Special Skills Knowledge & Abilities

• Ability to manage more than one task simultaneously in a dynamic, fast-paced, professional environment.
• Maintaining confidential information.
  
• Use of good and independent judgment and decision making.
• Outstanding interpersonal, customer service, and organizational skills.
• SAP and Concur experience preferred.
• Significant experience with Microsoft Office products, virtual collaboration tools (e.g. Zoom, MS Teams, etc.), internet searches, and database systems.
• Excellent written and oral communication skills.

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

• Experience in a professional setting serving as a senior-level individual preferred.
• Must maintain the highest levels of confidentiality and professionalism; and have the ability to develop and maintain sound relationships.
• Must be skilled in managing and prioritizing multiple projects simultaneously.
• Assist as needed on School’s initiatives.

Classified Title: Executive Assistant
Role/Level/Range: ATO 37.5/03/OG
Starting Salary Range: $24.25 - $42.50 HRLY ($65,000 targeted; Commensurate with experience)
Employee group: Full Time
Schedule: M-F/37.5
Exempt Status: Non-Exempt
Location: Hybrid/Homewood Campus
Department name: ​​​​​​​Office of the Dean
Personnel area: School of Education

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.

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