Executive Assistant (Office of the Board of Trustees)

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

Job summary

The Johns Hopkins University seeks an Executive Assistant for the Board of Trustees Office to provide high-level project management and administrative support in a fast-paced environment. The role requires discretion, independent work, and the ability to coordinate with senior leaders across the university and external constituents.

Key duties include coordinating meeting calendars for the Secretary of the Board, preparing board materials, assisting with the Trustee Handbook, and handling

Qualifications

• Bachelor's degree required or equivalent
• Extensive administrative support experience with project work
• Ability to handle confidential information with discretion

Responsibilities

• Serve as primary administrative support for Board of Trustees Office
• Oversee conflict-free calendars for Secretary of the Board and Trustees
• Prepare board materials and maintain Trustee Handbook updates
• Process travel, expense reimbursement, purchasing, and budget transactions in JHU systems

Skills

Meeting coordination

Calendar management

Project coordination

Discretion

Communication

Education

Bachelor's Degree

Tools

Microsoft Office

Adobe Acrobat

Job description

We are seeking an Executive Assistant for the Board of Trustees Office, who will provide high-level project management and administrative support in a fast-paced environment to the University's Board of Trustees and the Secretary of the Board. As this position involves considerable work specific to issues of a sensitive and confidential nature, the candidate must demonstrate careful judgment, accuracy, tact, a high level of discretion, the ability to work independently, and work effectively with senior leaders across the institution as well as with external constituents.

Specific Responsibilities & Duties

• Serve as the primary administrative support person for the Board of Trustees Office, communicating and interacting with Trustees and Johns Hopkins Senior Leadership (e.g., president, provost, vice presidents, vice provosts, deans, directors) along with their respective staff members.
• Oversee conflict-free calendars of meetings and appointments for Secretary of the Board as well as for members of the Board of Trustees.
• Independently resolve scheduling conflicts, prioritize requests, confirm and track event or meeting details based on knowledge and understanding of initiatives, goals and objectives of the office.

Manage projects

• Preparing the compilation and distribution of certain Board meeting materials.
• Assisting in the annual publication and online updates of the Trustee Handbook.
• Triaging correspondence directed at the Board of Trustees.
• Performing administrative duties, including mail merges, gathering profile information, preparing binders, managing correspondence and collection of data.
• Responsible for tracking and ensuring timely processing of travel, expense reimbursement, purchasing, budget and other transactions through JHU systems (reconciliation of office financial transactions and resolution of other financial issues related to the office and its members).
• Work closely with other University administrative support, and independently anticipate issues to ensure efficient service and operations.

Assist with other activities of the Board of Trustees Office

• Coordinating a variety of events, including Commencement, Convocation, campus visits, and other special events.
• Monitoring and collecting information for archival purposes.
• Implementing Board meetings (this may require out-of-state venues).
• Drafting letters and other correspondence.
• Perform other duties as required.

Requirements

• Must be able to work well at a fast pace.
• Must have an extremely high level of good judgment as well as problem-solving and critical thinking ability.
• Excellent organizational skills and close attention to detail.
• A positive attitude, flexibility, and an eagerness to collaborate with others.
• An unerring sense of professionalism.
• Expertise in organizing meetings, managing inbound calls, conference call setup, and coordinating phone calls with multiple remote participants.
• Demonstrated ability with office desktop technology, including working with Microsoft Office suite of products, including Word (word processing, letter composition, report formatting), Excel (basic data management), PowerPoint (report creation and formatting), Outlook, and Adobe Acrobat.
• Excellent verbal and written communication skills.
• Some evening and weekend work.

Minimum Qualifications

• Bachelor's Degree.
• Five years of progressively responsible experience providing 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 beyond a high school diploma/graduation equivalent, to the extent permitted by the JHU equivalency formula.

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 - Friday, 8:30 am - 5:00 pm

FLSA Status: Non-Exempt

Location: Hybrid/Homewood Campus

Department name: Sec of the Board of Trustees Office

Personnel area: University Administration