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 Board of Trustees Office which provides high-level project management and administrative support in a fast-paced environment to the University’s Board of Trustees and Senior Vice President and Secretary of the Board. Reporting to the Assistant Secretary, 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 Duties & Responsibilities
- 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, including,
oPreparing the compilation and distribution of certain Board meeting materials.
oAssisting in the annual publication and online updates of the Trustee Handbook.
oTriaging correspondence directed at the Board of Trustees.
oPerforming 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, including,
oCoordinating a variety of events, including Commencement, Convocation, campus visits, and other special events.
oMonitoring and collecting information for archival purposes.
oImplementing Board meetings (this may require out-of-state venues).
oDrafting letters and other correspondence.
- Perform other duties as required.
Requirements
- Excellent organizational skills and close attention to detail.
- Must have an extremely high level of good judgment as well as problem-solving and critical thinking ability.
- Must be able to work well at a fast pace.
- 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.
- 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.
- Excellent verbal and written communication skills.
- Some evening and weekend work.
Minimum Qualifications
- Bachelor’s Degree.
- Five years of 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, to the extent permitted by the JHU equivalency formula.
Classified Title: Executive Assistant
Job Posting Title (Working Title): Executive Assistant Board of Trustees Office
Role/Level/Range: ATO 37.5/03/OG
Starting Salary Range: $24.25 – $42.50 HRLY (Commensurate w/exp.)
Employee group: Full Time
Schedule: Monday – Friday, 8:30am – 5:00pm
FLSA Status: Non-Exempt
Location: On-site 5 days a week/Homewood Campus
Department name: Sec to the Board of Trustees Off of
Personnel area: University Administration
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 jhurecruitment@jhu.edu. 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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