Job Description

Executive Assistant

We are seeking an Executive Assistant who 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.

As the primary point of contact for the Chair's Office, the Executive Assistant serves as the face of the office and plays a critical role in fostering a professional, responsive, and welcoming environment for faculty, staff, students, university leadership, and external partners. The individual in this role must exercise sound judgment, discretion, diplomacy, and exceptional organizational and communication skills while managing multiple priorities in a fast-paced academic environment. Note: this position is NOT a hybrid role, reporting to the office fully in person, 5 days/week is required.

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

• Lead the planning and coordination of Chair's Office events, including faculty meetings, retreats, seminars, lectures, receptions, celebrations, special guest visits, and other high-profile events. Responsibilities include venue coordination, catering, logistics, agenda preparation, communications, materials preparation, on-site support, and post-event follow-up.
• Manage and triage the Chair's Office email account, exercising independent judgment in responding to inquiries, prioritizing urgent matters, routing communications appropriately, and ensuring timely and professional follow-up.
• Prepare, proofread, edit, and format a wide range of correspondence, reports, presentations, and other documents with a high level of accuracy, professionalism, and attention to detail.
• Manage procurement card (P-card) transactions and reconciliation, including tracking expenses, maintaining supporting documentation, ensuring compliance with university policies, and coordinating reimbursements and financial submissions as needed.
• Maintain departmental and executive files, records, and other administrative documentation in an organized and confidential manner.

Minimum Qualifications

• 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.
• Additional education may substitute for required experience and additional related experience may substitute for required education beyond a high school diploma/graduation equivalent, to the extent permitted by the JHU equivalency formula.

Preferred Qualifications

• Strong interpersonal skills.
• Excellent written and verbal communication skills.
• Strong organizational and event coordination skills.

Technical Qualifications & Specialized Certifications

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

Technical Skills & Expected Level of Proficiency

• 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

The core technical skills listed are most essential; additional technical skills may be required based on specific division or department needs.

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