This position is within the Office of the Vice President of Communications. The Executive Assistant is proactive, anticipates future needs of the VP, and demonstrates leadership, responsiveness, strong customer service, independent thinking and solid judgement in a demanding and fast-paced environment.
The Executive Assistant serves an important and visible role, communicating and interacting with senior leadership (including, but not limited to, the president, vice presidents, provosts, deans and faculty) and important external clients. The Executive Assistant will also serve as the office manager for the Office Communications and people lead the receptionist and budget manager.
Primary Duties and Responsibilities include but are not limited to:
Serves as a primary point of contact for the Office of Communications.
Manages calendaring for the VP of Communications for all internal and external meetings, invitations, and events, including determining scheduling priorities, tactfully resolving scheduling conflicts, confirming attendance and key information regarding the event or appointment.
Proactively identifies materials needed to prepare for upcoming meetings and conducts appropriate research, gathers materials necessary and provides briefings to ensure that the VP of Communications is well prepared for scheduled meetings and other events.
Manages logistics for special events sponsored by the VP of Communications. This includes planning the actual event, location, menu, equipment, invitations, attendance and reservations, preparation of materials, and briefing and preparing the VP of Communications for the event.
Plans, writes, edits and manages distribution of letters, memoranda and other communications from the VP of Communications. Acknowledges and responds to the VP of Communication’s email that is general in nature.
Establishes staff meeting schedule, UMARC meeting schedule, manages meeting logistics, prepares or compiles any needed reports, gathers information, and prepares minutes for the Senior Management Team and other pertinent meetings chaired by the VP of Communications.
Maintains the budget for the Office of Communications, to include processing expenditures (including travel) for payment, reconciling accounts, researching and taking action to resolve any discrepancies, and monitoring and managing expenses within budgetary framework. In addition, this role will supervise the Communications budget representative.
Conducts research and makes recommendations with respect to development of the annual budget for the Office of the Communications.
Prepares reports, proposals and planning documents for the VP of Communications.
Prepares material in a readily usable and easily understood format to support key projects and other work undertaken by the VP of Communications.
Coordinates national and international travel logistics including transportation, accommodations, and meals; schedule meetings and create an itinerary to include bios and other support materials as necessary.
Elevates complex problems to the VP of Communications.
Any other duties as assigned.
Bachelor’s degree required. Five years of progressively responsible administrative and office management experience in an automated environment, experience in an executive setting and in managing a complex office, strongly preferred. Experience working on a wide variety of special projects and special assignments.
Requires excellent writing and editing skills, including the ability to draft original correspondence and edit significant documents with wide distribution. Requires strong oral communication skills, including the ability to communicate effectively to all constituent groups.
Knowledge of administrative management, effective scheduling and administrative support in an executive environment.
Strong interpersonal skills.
Proven ability to work with minimal supervision and to exercise independent judgment and discretion when making decisions on matters of significant impact and visibility.
Supervisory skills and demonstrated ability to train and direct the work of others.
Strong problem solving skills, including the ability to identify resources, gather and analyze pertinent information, make sound decisions and take appropriate action.
Knowledge of meeting planning and logistics.
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.
Master’s Degree is highly preferred.
Knowledge of communications and/or Marketing
Knowledge of higher education.
Role/Level/Range: ATO/3/OG Starting Salary Range: Commensurate with experience Employee group: Full time Schedule: M-F, 8:30 am -5:00 pm Employee subgroup: Non-Exempt Location: Baltimore, MD Department name: University Communications Personnel area: University Administration
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 firstname.lastname@example.org. 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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