Executive Assistant Jobs

The Johns Hopkins University Student Health & Well-Being (SHWB) practice group provides holistic services that are accessible, inclusive, equitable, and high quality in order to foster a proactive, supportive culture and enhance students and trainees experience at Johns Hopkins University while preparing them to lead fulfilling personal and professional lives. Our integrated service delivery model provides dynamic health promotion and well-being support and programming, student disability services including guidance and resources, and in-person primary and mental health care options at our clinics as well as remote support through phone and online resources to JHU students and learners across all nine schools within the University.
We define well-being as an optimal and dynamic state that allows people and communities to achieve their full potential. By focusing on the whole -- the whole person, the whole educational experience, the whole institution, the whole community -- well-being becomes a multifaceted goal and a shared responsibility for the entire institution.
The Johns Hopkins University is an equal opportunity/affirmative action employer committed to recruiting, supporting, and fostering a diverse community of outstanding faculty, staff, and students. We value diversity, equity, and inclusion and advance these through our key strategic framework, the JHU Roadmap on Diversity and Inclusion . All applicants who share this goal are encouraged to apply.
We are seeking an Executive Assistant who will provide expert administrative support and project management for the Office of the Vice Provost for Student Health and Well-Being (VPSHWB). The Executive Assistant must be able to work in a demanding, fast-paced, and collaborative work environment (multiple locations spread across several campuses). This position requires the ability to multi-task, prioritize, be proactive, and practice independent decision-making. This position will deal regularly with sensitive and confidential information and must exercise the utmost professionalism and discretion at all times. Position will report to the Director of SHWB Operations. The position is full-time days, 8:30 am - 5 pm, primarily onsite with 4 days in the Homewood office and one day remote.
Specific Duties & Responsibilities
Manage the calendar of the VPSHWB and the Director of SHWB Operations, including meetings, appointments, events; organize meetings as required; prepare the VPSHWB for meetings and presentations, working with other staff and offices to ensure briefing materials are prepared appropriately, include necessary information, and are on time. Be proactive in identifying and resolving scheduling conflicts.
Assist the Director of SHWB Operations with project management for the VPSHWB including but not limited to tracking progress on divisional goals and projects, organizing materials, compiling reports and following up with appropriate personnel.
Record and track agenda items for the VPSHWBs individual and staff meetings, develop agendas and distribute supporting material as necessary. Take minutes at meetings as necessary and track deliverables.
Coordinate administrative committees and teams, including scheduling, invitations, reminders, meeting logistics (including AV, catering, meeting location, video and teleconferencing set-up, etc.). Coordinate and distribute supporting material as necessary.
Work with University Student Services offices to ensure the Office of the VPSHWB is made aware of student and divisional events in a timely manner; coordinate as appropriate with the Offices of the Provost, President, and Deans of all nine JHU Schools (SOM, SPH, SON, SAIS , KSAS, WSE, SOE, CBS & Peabody).
Work with the VPSHWB and Director of SHWB Operations to plan and implement student events and discussions that may take place during evenings and weekends.
Manage projects, determine priorities, comfortably taking initiative and exercising independent judgment to resolve issues.
Prepare and edit emails, letters, memos, and other correspondence for the VPSHWB working with input from the Director of SHWB Operations. Compile reports and create PowerPoint presentations.
Coordinate travel and itineraries for the Office of the VPSHWB in a manner that promotes the best use of time and promotes efficiency. Prepare travel and accommodation arrangements.
Provide administrative support during student emergencies and crisis. This may require weekend and evening work with little notice.
Initiates procurement transactions and supply orders.
Collects information to assist with budget development and projections.
Special Knowledge, Skills, & Abilities
Independently applies functional or technical knowledge and has the capability and knowledge base to share technical skills with others.
Concentrates efforts on the most important priorities while effectively balancing the immediate with longer-term tasks.
Represents oneself in a manner consistent with standards for professional and ethical conduct to maintain image and credibility.
Ability to work flexible hours as needed -- evenings and weekends.
Capable of sitting for long periods of time and physically able to lift up to 25 lbs.
Experience with Microsoft Suite; Outlook calendaring, Excel, PowerPoint, Teams as well as Zoom for virtual meetings, project management/tracking programs and budget process systems. Must be comfortable pulling reports from multiple data sources, systems and databases.
Strong editing skills and ability to communicate clearly in writing and verbally. Ability to manage demanding clients and affiliates.
Minimum Qualifications
Bachelor's Degree.
Five year's 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
Role/Level/Range: ATO 37.5/03/OG
Starting Hourly Pay Rate Range: $23.30-$32.00-$40.80 HRLY (Commensurate with experience)
Employee group: Full Time
Schedule: Monday - Friday 8:30am to 5pm
Exempt Status: Non-Exempt
Location: Hybrid/Homewood Campus
Department name: Student Health and Well-Being
Personnel area: University Student Services
Total Rewards
The referenced salary range is based on Johns Hopkins University's good faith belief at the time of posting. Actual compensation may vary based on factors such as geographic location, work experience, market conditions, education/training and skill level. 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/
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 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.
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.
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.
EEO is the Law
Learn more:
https://www.eeoc.gov/sites/default/files/migrated_files/employers/poster_screen_reader_optimized.pdf
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 [email protected] . For TTY users, call via Maryland Relay or dial 711. For more information about workplace accommodations or accessibility at Johns Hopkins University, please visit accessibility.jhu.edu .
Johns Hopkins has mandated COVID-19 and influenza vaccines, as applicable. 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. 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 on 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.
Note: Job Postings are updated daily and remain online until filled.