The Department of Epidemiology seeks an Executive Assistant who will provide expert administrative support for the fast-paced office for the department of Epidemiology. In this important and highly visible role, the Executive Assistant will assist the department Chairman. This role may provide support planning, coordinating and executing projects and events.
Specific Duties and Responsibilities:
Effectively manage the complex calendar of the department Chairman and support others in the office as needed.
This includes scheduling meetings, resolving scheduling conflicts, prioritizing requests, and arranging meeting logistics (A/V, catering, meeting locations).
Prepare the Chairman for meetings and events by researching and gathering critical information on issues, compiling materials for daily briefing folders, developing and proposing agenda items, confirming meeting details, and conducting/tracking necessary follow-ups.
Lead ad hoc project teams and take responsibility to achieve pre- determined outcomes.
Provide coordination and support of special projects as designated by the Chairman. Implement a system to track projects/tasks and update on an ongoing basis.
Ensure that executives are aware of impending deadlines and the status of their respective projects/tasks.
Arrange domestic and international travel and create corresponding detailed itineraries. Ensure that travel visas are obtained when necessary.
Schedule and coordinate standing executive meetings, including Committee of the Whole, Dean's Executive Staff Luncheons and other meetings/events as needed.
As requested, schedules and provides logistical support for meetings and events by securing room reservations; setting up meeting spaces; selecting, ordering, and mailing invitations; tracking invitees' attendance; planning event menus and ordering catering; collecting speaker bios; and distributing post- meeting surveys.
As requested, attends events to provide on-site assistance.
Staff various projects by taking meeting minutes, noting milestones for the project, monitoring all aspects of project to completion, and executing project-related tasks as assigned.
Process and submit corporate card reconciliations, vendor invoices, and reimbursement requests in a timely manner.
Compose, edit, and finalize correspondence on behalf of the Chairman.
Foster institutional relationships.
Collaborate and liaise extensively with a variety of individuals on matters critical to the Chairman's Office.
Serve as the first point of contact by screening all phone inquiries and receiving guests.
Process incoming mail, prioritize items that need immediate attention, and triage to other staff members as appropriate.
Other tasks and special projects as assigned.
Supports project management of strategic initiatives for the Chairman's Office.
Schedule, plan, and execute departmental reviews. This will include selecting meeting dates, securing hotel accommodations for external reviewers, reserving and preparing conference rooms, and ordering catering.
Provide support for reappointment reviews, including attending pre-review meetings and preparing reports.
Process non-employee travel reimbursements, honorarium payments, and invoices related to the departmental and reappointment reviews.
Other tasks and special projects as assigned.
Minimum Qualifications (Mandatory):
Bachelor's degree required.
Five (5) years' experience providing progressively responsible administrative support with experience working on a wide variety of special projects and special assignments.
Self-motivated, focused, positive attitude, flexible, professional and proactive.
Proven ability to multi-task and work in a complex, fast-paced, demanding environment.
Ability to liaise with people at all levels, including high-level executives, VIPs, and peers
Ability to manage multiple and/or competing priorities.
Ability to handle highly confidential and sensitive matters in an appropriate manner.
Strong organizational skills and meticulous attention to detail.
Excellent verbal and written communication skills.
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.
Classified Title: Executive Assistant Role/Level/Range: ATO 37.5/03/OG Starting Salary Range: $22.59 - $31.09/hr (commensurate with experience) Employee group: Full Time Schedule: Monday-Friday 8:30 a.m. - 5:00 p.m. Exempt Status: Non-Exempt Location: School of Public Health Department name: Epidemiology Personnel area: School of Public Health
The successful candidate(s) for this position will be subject to a pre-employment background check.
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 HR Business Services Office at email@example.com. For TTY users, call via Maryland Relay or dial 711.
The following additional provisions may apply depending on which campus you will work. Your recruiter will advise accordingly.
During the Influenza ("the flu") season, as a condition of employment, The Johns Hopkins Institutions require all employees who provide ongoing services to patients or work in patient care or clinical care areas to have an annual influenza vaccination or possess an approved medical or religious exception. Failure to meet this requirement may result in termination of employment.
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.
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