Executive Assistant, The Fund for Johns Hopkins Medicine

Rutgers Foundation; Baltimore (MD); Hybrid; USD 50,000 - 70,000; Full time

Job summary

A leading organization seeks an Executive Assistant to provide high-level administrative support to the Vice President for Development and Alumni Relations. The role involves managing schedules, facilitating communication, and preparing important materials. Ideal candidates possess strong organizational skills, proactive judgment, and extensive experience in administrative support. This hybrid position allows for flexibility while maintaining crucial office responsibilities.

Qualifications

• 5 years of experience in administrative support.
• Experience with special projects and assignments.
• Proficient in Microsoft Office programs.

Responsibilities

• Manage the VP's calendar and arrange meetings.
• Prepare meeting summaries and confidential reports.
• Coordinate and track the progress of special projects.

Skills

Organizational Skills

Customer Service

Independent Thinking

Time Management

Education

Bachelor's degree

Tools

SalesForce

Microsoft Office

Job description

Development and Alumni Relations (DAR) supports Johns Hopkins’ focus on research, teaching and patient care, and its role as a national and global leader in higher education. We create and foster enduring relationships that result in advocacy and philanthropic support for Johns Hopkins University & Medicine; strengthening the institution through partnerships with donors, alumni, volunteer leaders, faculty, students, staff, and patients.

Johns Hopkins University supports a flexible work model which includes four different work modalities. This role has a hybrid work arrangement. The manager will confirm the team’s core onsite days where the majority/all team members will work in the office. Employees who travel on university business can count those days towards their onsite days.

This position provides expert administrative support for the Vice President for Development and Alumni Relations (DAR) at the Fund for Johns Hopkins Medicine (FJHM). The Executive Assistant is proactive, anticipates future needs of the VP and demonstrates responsiveness, strong customer service, independent thinking, and solid judgment in a demanding and fast-paced environment. Administrative responsibilities include, but are not limited to, proactively managing the VP’s calendar, making travel arrangements and itineraries, reconciling travel expense reporting, facilitating communication, entering actions in the Customer Relationship Management (CRM) database system, answering phones, and other administrative tasks.

The Executive Assistant requires excellent organization and prioritization skills and the ability to manage multiple projects across a number of DAR and FJHM divisions in a varied, fast-paced environment. The Executive Assistant serves in an important and visible role, communicating and interacting with senior leadership (including, but not limited to, DAR/FJHM managers and leadership, the Dean/CEO of Johns Hopkins Medicine, the president of JHHS, the Sr. Vice President for Development and Alumni Relations, vice presidents, provosts, department chairs and faculty) and important external clients (such as trustees, key donors and alumni). This position reports to and works closely with the Advisor to the Vice President.

Key responsibilities:

• Coordinate calendars and arranges 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
• 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 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, preparation of departmental reports.
• Perform other duties as requested.

In addition to the duties listed above, the Executive Assistant will:

• Prepare the VP for important meetings by creating briefings, agendas, and any related background materials and reviewing slides and talking points. Create running agendas for recurring meetings including leadership and all staff meetings.
• Maintain expert knowledge of the CRM (SalesForce, 'JHAS') and enter all data for prospect and donor activity for the VP to track proposals, actions, visit notes, and stewardship reports. Also drafts follow up and thank you notes for visits and monitors the VIP donor activity and prepares donor reports from the system.
• Partner with the FJHM stewardship team and Advisor to maintain a stewardship calendar for all donors in the VP's portfolio
• Work on assigned special projects in partnership with the Advisor to the VP, including organizing and tracking progress of assigned projects to ensure goals are met.

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 beyond HS Diploma/Graduation Equivalent, to the extent permitted by the JHU equivalency formula.

Preferred Qualifications

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