Executive Assistant, The Fund for Johns Hopkins Medicine

The Johns Hopkins University; Baltimore (MD); Hybrid; USD 50,000 - 89,000; Full time

Job summary

An esteemed educational institution is seeking an Executive Assistant for its Vice President of Development and Alumni Relations. This proactive role demands strong organizational and communication skills, along with proficiency in Microsoft Office and CRM systems. The assistant will manage schedules, prepare reports, and serve as a liaison with high-level stakeholders, making it integral to the institution's mission of enhancing donor relationships. This hybrid position offers a stimulating environment fostering both personal and professional growth.

Benefits

Flexible work arrangement

Qualifications

• Five years' experience providing administrative support.
• Proficient with Microsoft Office programs.
• Experience managing multiple projects.

Responsibilities

• Coordinate calendars and arrange meetings.
• Prepare confidential reports and meeting summaries.
• Facilitate communication and manage travel arrangements.

Skills

Organizational Skills

Communication Skills

Customer Service

Education

Bachelor's Degree

Tools

Microsoft Office

SalesForce

Job description

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Executive Assistant, The Fund for Johns Hopkins Medicine

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.

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.

Classified Title: Executive Assistant
Job Posting Title (Working Title):Executive Assistant, The Fund for Johns Hopkins Medicine
Role/Level/Range: ATO 40/E/03/OG
Starting Salary Range: Minimum: $50,439 - Maximum: $88,399 (targeted salary: $80,000; commensurate with experience)
Employee group: Full Time
Schedule: Monday-Friday, 8:30am-5:00pm
FLSA Status:Non-Exempt
Location:School of Medicine - East Baltimore Campus
Department name: 10003217-SOM Admin FJHM The Fund For JH Medicine
Personnel area: School of Medicine

Total Rewards
The referenced base salary range represents the low and high end of Johns Hopkins University’s salary range for this position. Not all candidates will be eligible for the upper end of the salary range. Exact salary will ultimately depend on multiple factors, which may include the successful candidate's geographic location, skills, work experience, market conditions, education/training and other qualifications. Johns Hopkins offers a total rewards package that supports our employees' health, life, career and retirement. More information can be found here: https://hr.jhu.edu/benefits-worklife/ .

Education and Experience Equivalency
Please refer to the job description above to see which forms of equivalency are permitted for this position. If permitted, equivalencies will follow these guidelines: 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.

Applicants Completing Studies
Applicants who do not meet the posted requirements but are completing their final academic semester/quarter will be considered eligible for employment and may be asked to provide additional information confirming their academic completion date.

Background Checks
The successful candidate(s) for this position will be subject to a pre-employment background check. Johns Hopkins is committed to hiring individuals with a justice-involved background, consistent with applicable policies and current practice. A prior criminal history does not automatically preclude candidates from employment at Johns Hopkins University. In accordance with applicable law, the university will review, on an individual basis, the date of a candidate's conviction, the nature of the conviction and how the conviction relates to an essential job-related qualification or function.

Diversity and Inclusion
The Johns Hopkins University values diversity, equity and inclusion and advances these through our key strategic framework, the JHU Roadmap on Diversity and Inclusion .

Equal Opportunity Employer
All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or status as a protected veteran.

Accommodation Information
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 Talent Acquisition Office at [e-mail] . For TTY users, call via Maryland Relay or dial 711. For more information about workplace accommodations or accessibility at Johns Hopkins University, please visit https://accessibility.jhu.edu/ .

Vaccine Requirements
Johns Hopkins University strongly encourages, but no longer requires, at least one dose of the COVID-19 vaccine.The COVID-19 vaccine does not apply to positions located in the State of Florida. We still require all faculty, staff, and students to receive the seasonal flu vaccine . Exceptions to the COVID and flu vaccine requirements may be provided to individuals for religious beliefs or medical reasons. Requests for an exception must be submitted to the JHU vaccination registry.This change does not apply to the School of Medicine (SOM). SOM hires must be fully vaccinated with an FDA COVID-19 vaccination and provide proof of vaccination status. For additional information, applicants for SOM positions should visit https://www.hopkinsmedicine.org/coronavirus/covid-19-vaccine/ and all other JHU applicants should visit https://covidinfo.jhu.edu/health-safety/covid-vaccination-information/ .

The following additional provisions may apply, depending upon campus. Your recruiter will advise accordingly.
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.

School of Medicine - East Baltimore Campus