Executive Assistant (Office of the President)

Socket.dev; Baltimore (MD); On-site; USD 34,000 - 60,000; Full time

Job summary

Johns Hopkins University is seeking an Executive Assistant in the Office of the President. You will support the President or EVP/COS with a wide range of administrative duties in a fast-paced, highly confidential environment.

The role requires managing calendars, coordinating travel, preparing materials, and collaborating with senior staff to ensure smooth daily operations. A Bachelor’s degree and five years of progressive administrative experience are expected.

Qualifications

• Bachelor's Degree.
• Five years of progressively responsible administrative support experience.
• Experience on a wide variety of special projects and assignments.
• Education substitutions allowed per the JHU equivalency formula.

Responsibilities

• Manage daily calendar for the President or EVP/COS, including meetings, travel, and events.
• Independently resolve scheduling conflicts and confirm meeting details.
• Coordinate with the Senior Executive Assistant to ensure smooth operations.
• Coordinate national and international travel as needed.
• Prepare and disseminate meeting materials, maintain confidentiality.
• Maintain paper and electronic document management for the office.
• Keep the President/EVP/COS on schedule and track outstanding items.
• Triage requests and manage expectations with senior staff.
• Perform other duties as assigned.

Skills

Calendar management

Travel coordination

Communication skills

Discretion & confidentiality

Problem solving

Education

Bachelor's Degree

Tools

Microsoft Word

Microsoft Excel

PowerPoint

Outlook

Adobe Acrobat

Job description

The Office of the President, a fast paced, exciting work environment, is seeking candidates for the position of Executive Assistant within the Office of the President. The Executive Assistant in the Office of the President will be responsible for a wide range of administrative duties. As a highly visible team member, the Executive Assistant will support the President or the Executive Vice President, Chief of Staff (EVP/COS) and provide backup support for other senior members of the office.

Successful completion of work assignments involves a high level of judgment, tact, creativity, initiative, and attention to detail, as well as an appreciation for tight deadlines, an unwavering commitment to organization, a positive attitude, and a high level of confidentiality.

Note: this position is NOT a hybrid role, reporting to the office in-person, 5 days/week is required.

Specific Duties & Responsibilities

• Manage daily calendar of the President or the EVP/ COS by scheduling internal and external meetings, travel and events.
• Strong ability to independently resolve scheduling conflicts, prioritize requests, and confirm meeting details and expectations.
• Work closely with the Senior Executive Assistant on a daily basis to ensure all aspects of the principal’s day run smoothly and efficiently.
• Effectively manage changes throughout the day as priorities shift.
• Coordinate national and international travel, as necessary.
• Organize meetings with high-level constituencies, as required, and gather and disseminate corresponding meeting materials, as needed e Work with leadership offices to gather materials for upcoming meetings.
• Collaborate with Presidents Office Senior Staff to ensure the President or EVP/ COS is prepared for all upcoming meetings.
• Ensure materials are accessible in a timely manner and kept confidential.
• Provide full support in paper and electronic document management to ensure the President or EVP/ COS has the materials needed for each topic and the materials are well organized, non-duplicative and easily accessible.
• Keep the President or EVP/ COS on schedule and abreast of changes and high-level concerns, as necessary, throughout each day.
• Manage list of outstanding items for review.
• Triage requests for the President or EVP/ COS time and attention by gathering appropriate details, coordinating with senior members of the Office of the President, and managing expectations.
• Other duties as assigned.

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.

Requirements

• Be available to the President, EVP/ COS and Senior Executive Assistant during non-office hours for questions and follow up.
• 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 is necessary.

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 8:30am - 5:00pm
FLSA Status:Non-Exempt
Location: Homewood Campus
Department name: President Office of
Personnel area: University Administration