• Executive Assistant

    Johns Hopkins University Baltimore, MD 21217

    Job #2259647931

  • We are seeking an Executive Assistant who will provide high-level administrative and project/issue tracking support to the Chief Real Estate Officer (CREO) of Johns Hopkins Facilities and Real Estate (JHFRE) department and assigned staff. The successful candidate will have demonstrated experience working in a fast-paced, executive environment. Attention to detail and experience dealing with complex, multi-variable issues are required as are consummate skills in diplomacy, discretion, and confidentiality. The Executive Assistant plays a critical role whose contributions to a team-based and cross-trained environment will advance the goals of the Real Estate team.

    Specific Duties & Responsibilities:

    Essential Administrative Job Functions:

    • Serve as a primary point of contact for Real Estate. Serve as a front-line representative to board members, trustees, Johns Hopkins University and Medicine leaders, and/or their administrative senior staff.

    • Support the CREO's Board roles with scheduling of meetings, timely preparation and distribution of meeting materials, and advance coordination of planned attendance.

    • Interact and coordinate with building management, and the general public, screening outside phone calls for the CREO.

    • Working closely with the CREO, process and triage assigned email and meeting/scheduling for the CREO. Ensure assigned email is correctly acknowledged and tracked in a timely manner and that all issues are appropriately vetted and addressed.

    • Schedule most appointments including internal and external meetings, engagements, events, etc. Based on special knowledge and understanding of initiatives, goals and objectives of the office, independently resolve scheduling conflicts, prioritize requests, confirm and track event and meeting details, including subject meeting materials.

    • Draft and/or proof-read and copy-edit correspondence requiring leadership's signature, ensuring accuracy, clarity and appropriate standardized formatting.

    • Coordinate travel logistics including transportation, accommodations, and meals when required; schedule meetings and create an itinerary to include bios and other support materials as necessary.

    • Process expenditures (including travel) for payment, reconcile accounts, and monitor expenses within budgetary framework.

    • Resolve administrative issues and problems that arise throughout the course of business .

    • Team with other administrative staff within the department, providing guidance, planning, problem solving, back up support, and other related collaborative initiatives .

    • Other duties as assigned for other Real Estate team members.

    Essential Executive Support Job Functions:

    • Ensure that the CREO is fully prepared for meetings and engagements; including compiling and preparing subject materials, confirming meeting details and expectations. Prepare and/or review briefings. Conduct internet-based and other research to prepare for meetings (e.g., providing biographies or information about individuals or organizations).

    • Plan, write, edit and manage distribution of letters, memoranda and other communications from the CREO, in partnership with the CREO.

    • Assist in administering periodic staff meetings by helping to organize an agenda, sending out advance notifications, as well as reminders, copying and distributing materials.

    • Prepare materials and detailed presentations in a readily usable and easily understood format to support key projects and other work undertaken by the CREO. This requires initiative in learning and understanding the priorities for the CREO as well as all of JHFRE.

    This description is a general statement of required major duties and responsibilities performed on a regular and continuous basis. It does not exclude other duties as assigned.

    Minimum Qualifications (Mandatory):

    • Bachelor's Degree required.

    • Five years' experience in providing progressively responsible administrative support with experience working on a wide variety of special projects and special assignments required.

    • Administrative experience in the real estate industry preferred.

    • 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.*

    • 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 the 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._

    Special Knowledge, Skills & Abilities:

    • Demonstrated attention to detail and organizational skills are critical, as the successful candidate will be required to track and/or manage various projects and priorities simultaneously while maintaining a high degree of accuracy.

    • Strong desire and ability to learn from doing, and to apply such learned knowledge to future matters (commonly referred to as connecting the dots).

    • Develop institutional relationships based on a level of understanding and knowledge of the University and its internal and external relationships. Communicate regularly with individuals and groups across the JH institutions and with external constituents.

    • Exchange and coordinate information using discretion, accuracy, clarity, and persuasion. Strong verbal and written communication skills are essential.

    • Responsible for the execution and completion of special projects and assignments.

    • Fluency in use of diverse software applications, such as spreadsheets and graphics packages to assemble, manipulate and/or format data and reports. Expert skill level in Microsoft Office applications including Word, Outlook, PowerPoint, and Excel. SAP preferred, but not required. Skilled in online research.

    Physical Requirements:

    • Must be able to remain in a stationary position for extended periods of time.

    • Ability to operate a computer and other equipment on a frequent basis.

    • Ability to frequently communicate with coworkers.

    • Ability to move about.

    Classified Title: Executive Assistant

    Role/Level/Range: ATO 37.5/03/OG

    Starting Salary Range: Commensurate with experience

    Employee group: Full Time

    Schedule: M-F 7.5

    Exempt Status: Non-Exempt

    Location: JH at Keswick, Hybrid

    Department name: Real Estate

    Personnel area: University Administration

    The successful candidate(s) for this position will be subject to a pre-employment background check.

    The Johns Hopkins University values diversity, equity and inclusion and advances these through our key strategic framework, the JHU Roadmap on Diversity and Inclusion (~~~/) .

    EEO Statement

    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.

    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 ~~~ . For TTY users, call via Maryland Relay or dial 711.

    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 ~~~/ and all other JHU applicants should visit ~~~/ .

    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.

    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:

    ~~~

    Equal Opportunity Employer:

    Johns Hopkins University is an equal opportunity employer and does not discriminate on the basis of race, color, gender, religion, age, sexual orientation, national or ethnic origin, disability, marital status, veteran status, or any other occupationally irrelevant criteria. The university promotes affirmative action for minorities, women, disabled persons, and veterans.