Executive Assistant (Epidemiology)

Johns Hopkins University; Baltimore (MD); On-site; USD 34,000 - 60,000; Full time

Job summary

Johns Hopkins University is seeking an Executive Assistant to provide comprehensive administrative support to the Chair’s Office in the School of Public Health. The role requires in-person work, Monday through Friday, 8:30am–5:00pm, with duties spanning calendars, travel, meetings, and complex reporting.

Responsibilities include coordinating events, preparing confidential materials, managing email and communications, and ensuring professional interactions with faculty, staff, students, and

Qualifications

• Coordinate calendars and arrange meetings and events.
• Prepare meeting summaries and confidential reports; record and draft minutes.
• Organize committees and meetings for executives.
• Manage travel-related and other reimbursements; assist with filings and reports.
• Lead events for the Chair’s Office and interact with high-level staff and guests.

Responsibilities

• Coordinate calendars and arrange meetings and events.
• Prepare meeting summaries and confidential reports for executive management; record and draft minutes.
• Organize committees and meetings on behalf of the executive(s).
• Lead planning and coordination of Chair’s Office events (meetings, retreats, seminars, receptions).
• Manage the Chair’s Office email, respond to inquiries, and ensure timely follow-up.
• Prepare, proofread, edit, and format correspondence and reports with high accuracy.
• Manage P-card transactions, reconciliations, and reimbursements as needed.
• Maintain confidential departmental and executive files.

Skills

Calendar management

Confidentiality

Interpersonal skills

Meeting coordination

Office procedures

Oral and written communications

Organizational skills

Project management

Travel coordination

Microsoft Office

Tools

Microsoft Office

Job description

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

We are seeking an Executive Assistant who will assist in all administrative matters and provide administrative support for day-to-day operations for an executive leader(s). The Executive Assistant supports the executive(s) on a variety and range of administrative and office functions, e.g. oral and written communications, calendars, meetings, travel arrangements and special projects as needed.

As the primary point of contact for the Chair’s Office, the Executive Assistant serves as the face of the office and plays a critical role in fostering a professional, responsive, and welcoming environment for faculty, staff, students, university leadership, and external partners. The individual in this role must exercise sound judgment, discretion, diplomacy, and exceptional organizational and communication skills while managing multiple priorities in a fast-paced academic environment. Note: this position is NOT a hybrid role, reporting to the office fully in person, 5 days/week is required.

Specific Duties & Responsibilities

• Coordinate calendars and arrange meetings and events.
• Prepare meeting summaries and confidential reports for executive management regarding sensitive and complex issues. Record and draft minutes. Monitor and follow-up on action items.
• Organize committees and meetings on behalf of the executive(s).
• Assume full responsibility and accountability for carrying out and completing special projects and assignments.
• Work closely with and interact regularly with high-level staff, officers, and special guests.
• Represent the executive(s) in appropriate circumstances within the scope of the position’s responsibility.
• Schedule and prepare travel-related and other reimbursements as needed.
• Assist with files, letters, and preparation of departmental reports.
• Other duties as assigned.

In addition to the duties described above

• Lead the planning and coordination of Chair’s Office events, including faculty meetings, retreats, seminars, lectures, receptions, celebrations, special guest visits, and other high-profile events. Responsibilities include venue coordination, catering, logistics, agenda preparation, communications, materials preparation, on-site support, and post-event follow-up.
• Manage and triage the Chair’s Office email account, exercising independent judgment in responding to inquiries, prioritizing urgent matters, routing communications appropriately, and ensuring timely and professional follow-up.
• Prepare, proofread, edit, and format a wide range of correspondence, reports, presentations, and other documents with a high level of accuracy, professionalism, and attention to detail.
• Manage procurement card (P-card) transactions and reconciliation, including tracking expenses, maintaining supporting documentation, ensuring compliance with university policies, and coordinating reimbursements and financial submissions as needed.
• Maintain departmental and executive files, records, and other administrative documentation in an organized and confidential manner.

Technical Qualifications & Specialized Certifications

• Highly proficient with Microsoft Office programs including Outlook, Word, Excel, and PowerPoint.

Technical Skills & Expected Level of Proficiency

• Calendar Management - Advanced
• Confidentiality and Discretion - Advanced
• Interpersonal Skills - Advanced
• Meeting Coordination - Advanced
• Office Procedures - Advanced
• Oral and Written Communications - Advanced
• Organizational Skills - Advanced
• Project Management - Intermediate
• Travel Coordination - Advanced

The core technical skills listed are most essential; additional technical skills may be required based on specific division or department needs.

Classified Title: Executive Assistant

Role/Level/Range: ATO 37.5/03/OG

Starting Salary Range: $24.85 - $43.55 HRLY (Commensurate w/exp.)

Employee group: Full Time

Schedule: Monday to Friday: 8:30am – 5:00pm

FLSA Status: Non-Exempt

Location: School of Public Health

Department name: Epidemiology

Personnel area: School of Public Health

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 [e-mail]. 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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