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.

The new School of Government and Public Policy, located near Capitol Hill in Washington, D.C., announced in October 2023, is a critical opportunity for Johns Hopkins University to deepen its presence and engagement in the nation’s capital to “serve society, educate the next generation of public servants, develop data-driven approaches to government innovation, and meet the intractable challenges facing today’s policymakers.”

We are seeking an Executive Assistant. The ideal candidate will be a core part of the founding Dean’s team during the institution-building phase of the school. Consequently, this position will work in a fast-paced, highly visible Office of the Dean, serving as the primary day to day support to the Dean, as well the Chief of Staff, as they build the new School of Government and Policy (SOGP). Reporting to the Chief of Staff, the Executive Assistant must be highly proactive and demonstrate the ability to work independently. The successful candidate will be able to prioritize effectively, take an energetic approach to work assignments and take initiative in anticipating the needs of the Dean, the Chief of Staff and the Dean’s leadership team.

As a professional representative of the Office of the Dean, the ideal candidate must be committed to responsiveness, customer service, excellence, attention to detail and accuracy and teamwork. The Executive Assistant will deal regularly with highly sensitive, privileged and confidential subject matter.

This position is expected to demonstrate a high level of discretion and sound judgement in all conversations, handling of materials and issues. The Executive Assistant is expected to understand and adhere to JHU policies in all aspects of the operations of the Office of the Dean.

Specific Duties & Responsibilities

Scheduling and Meeting Support

• Maintains and coordinates Dean's calendar, reviews weekly calendar in advance with Dean and Chief of Staff to ensure that all necessary materials are prepared, collected, organized as directed, and reviewed well in advance for meetings.
• Coordinates high-level meetings with constituencies; prepares, distributes, and organizes meeting materials and agendas, including critical recurring meetings.
• Records and tracks agenda items for the Dean’s meetings with the President, Provost and senior leadership.
• Maintains effective and proactive communication with university leadership, advisory or board members, faculty, staff and students as required.
• Organizes supporting materials for meetings in OneDrive or other e-tools.
• Anticipates future schedule conflicts and takes initiative to resolve them in a timely manner.
• Supports scheduling of critical meetings for the Chief of Staff.
• Prepares the Dean and Chief of Staff daily for a wide range of meetings and presentations and work to ensure that briefing materials for meetings and special events are prepared appropriately and on time. Attention to detail in this task is critical.
• Coordinates administrative committees, including scheduling, invitations, reminders, meeting logistics (including A/V, catering, meeting location, conference line availability, etc.).
• Maintains attendance lists, committee rosters and contact sheets.

Reception

• Serves as the primary individual for greeting people, answering phone calls, and representing the Dean to faculty, students, staff, trustees, donors and member of the public in a highly professional, positive, and gracious manner.
• Serves as a primary source of information for Dean's office inquiries, provides assistance to visitors and key stakeholders.
• Ensures that the Dean’s Office is a warm and welcoming environment.

Correspondence

• Triages and manages Dean's Office email and other incoming and outgoing correspondence prioritizing items that require immediate attention of the Dean and/or Chief of Staff.
• Drafts, proofreads, and edits a variety of written materials such as letters, presentations, and other correspondence. Attention to detail and accuracy is essential.

Administrative Support

• Responsible for a broad range of administrative support to the Dean’s Office, including but not limited to processing invoices (JHU SAP), ordering supplies, greeting visitors, and scheduling guest parking.

Record-keeping

• Responsible for the consistent use of file management systems in the Office of the Dean.
• Ensures files are well organized, maintained and up to date.
• Maintains electronic and hard copy files for the Dean's Office and organizes records in a manner that is adheres to university policies on records retention.
• Maintains records and assists with reports for the Dean's research grants and professional associations.
• Maintains and updates the Dean's CV, headshots, and bio sketches.
• Responsible for archiving of materials in accordance with university guidelines.

Purchasing

• Manages the day-to-day financial and administrative responsibilities of the Dean’s Office, such as authorization and submission of purchase requests.

Travel

• Coordinates and plans travel itineraries for the Dean and Chief of Staff in a manner that promotes the best use of time and efficiency and minimizes potential travel issues adhering to University policies.
• Prepares travel and accommodation arrangements for the Dean and Chief of Staff.
• Tracks and ensure timely processing of travel and expense reimbursement.
• Maintains the executive and office travel and expense logs.
• Registers the Dean and Chief of Staff on the University's international registry.

Process Management

• Documents and maintains Dean’s Office processes and proactively identifies and suggests changes for improvement.

Special Projects

• Coordinates work on special projects that originate from the Office of the Dean.
• Works closely with the Chief of Staff and others in ensuring strategic priorities of the Dean are met.

Special Knowledge, Skills, and Abilities

• Experience working with senior- or executive-level individuals and confidential or sensitive information.
• Excellent oral and written communications skills and computer skills.
• Sound judgment and independent decision-making ability.
• Highly organized, detail oriented, attention to accuracy and responsiveness with the ability to manage and prioritize multiple projects and to work within a cross-functional environment.
• Must have demonstrated experience and facility in a range of computer programs and technology tools such as MS Office (Word, Excel, PowerPoint, Teams), OneDrive, Canva, Google Drive, and Zoom.
• Demonstrated record of learning new technology and tools as required.

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.

Preferred Qualifications

• Previous experience supporting a Dean or senior leader highly desirable.

Classified Title: Executive Assistant
Role/Level/Range: ATO 37.5/03/OG
Starting Salary Range: $24.25 - $42.50 HRLY (Commensurate with experience)
Employee group: Full Time
Schedule: Monday - Friday, 8:30am - 5:00pm
Exempt Status: Non-Exempt
Location: Hybrid/District of Columbia
Department name: ​​​​​​​School of Gov't & Policy
Personnel area: School of Government & Policy

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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