About this role
The Office of the Vice Provost for Student Health and Well-Being (SHWB) is seeking an Executive Assistant (EA) to provide high-level expert administrative support and project coordination for the VP. The EA works closely with administrative contacts in the provost’s office, deans, and university senior leadership to achieve SHWB’s operational goals while advancing the priorities of the vice provost's office. The EA is responsible for scheduling and managing the VP’s internal and external agenda, preparing the VP for a variety of meetings, scheduling and coordinating standing meetings and retreats, serving as a liaison between the VP and university officials, managing key communications on behalf of the VP, processing financial documents, monitoring key metrics, preparing PowerPoint presentations, and providing project coordination support as needed. The position also works closely with the SHWB Administrative and Operations Specialist to ensure the overall smooth functioning of the VP's office.
The EA must be able to work in a demanding, fast-paced, collaborative work environment and must demonstrate careful judgment and a high level of discretion. This position requires the ability to manage multiple tasks, prioritize, be proactive, and practice independent decision-making. This position reports to the Vice Provost for Student Health and Well-Being and has a dotted-line to and close working relationship with the AVP.
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.
ADDITIONAL NOTES:
- Primary work location: Homewood, with ability to travel to other sites in Baltimore and DC periodically
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
Technical Qualifications & Specialized Certifications:
- Highly proficient in Microsoft Office, 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.
Classified Title: Executive Assistant
Role/Level/Range: ATO 37.5/03/OG
Starting Salary Range: $24,85 - $43.55 HRLY ($75,000-$78,000 targeted; Commensurate w/exp.)
Employee group: Full Time
Schedule: 8:30 - 5pm, M-F; 100% in person
FLSA Status: Non-Exempt
Location: Homewood Campus
Department name: Student Health and Well-Being
Personnel area: University Student Services