Executive Assistant (SOM - Office of the Dean and CEO)

Johns Hopkins University•Baltimore, MD

4d•Hybrid

About The Position

The Johns Hopkins School of Medicine is seeking an Executive Assistant to provide high level administrative and operational support to the Office of the Dean/CEO. Reporting to the Dean/CEO’s Executive Specialist, the Executive Assistant plays a pivotal role in coordinating the Dean/CEO’s key activities, supporting executive level processes and meetings, and ensuring smooth operations across the Office of the Dean and CEO. The role requires exceptional judgment, efficiency, and attention to detail in a fast paced, high visibility environment. The Executive Assistant will assist in all administrative matters and provide administrative support for day-to-day operations for an executive leader(s). The Executive Assistant supports the executive(s) on a variety and range of administrative and office functions, e.g. oral and written communications, calendars, meetings, travel arrangements, and special projects as needed. Specific Duties & Responsibilities Coordinate calendars and arrange 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(s). 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(s) 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, and preparation of departmental reports. Other duties as assigned. In addition to the duties described above Provide direct calendaring and administrative support for the Dean/CEO, including managing complex scheduling requests and coordinating priorities. Draft, prepare, and manage standard leadership correspondence, including endowed professorship letters, letters of support, and other executive level communications. Coordinate and support leadership meetings hosted by the Dean/CEO, with specific focus on managing agendas, briefing materials, and logistics. Manage key office operations, including facilities/maintenance issues, equipment needs, conference room scheduling, supporting events coordination, and other logistical planning in the Office of the Dean/CEO.

Requirements

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.
Highly proficient with Microsoft Office programs including Outlook, Word, Excel, and PowerPoint.
Calendar Management - Advanced
Confidentiality and Discretion - Advanced
Interpersonal Skills - Advanced
Meeting Coordination - Advanced
Office Procedures - Advanced
Oral and Written Communications - Advanced
Organizational Skills - Advanced
Project Management - Intermediate
Travel Coordination - Advanced

Nice To Haves

Experience supporting senior leadership in a higher education, healthcare, or similarly complex environment.
Familiarity with Johns Hopkins systems and processes.

Responsibilities

Coordinate calendars and arrange 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(s).
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(s) 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, and preparation of departmental reports.
Provide direct calendaring and administrative support for the Dean/CEO, including managing complex scheduling requests and coordinating priorities.
Draft, prepare, and manage standard leadership correspondence, including endowed professorship letters, letters of support, and other executive level communications.
Coordinate and support leadership meetings hosted by the Dean/CEO, with specific focus on managing agendas, briefing materials, and logistics.
Manage key office operations, including facilities/maintenance issues, equipment needs, conference room scheduling, supporting events coordination, and other logistical planning in the Office of the Dean/CEO.