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Executive Assistant
| Company: Johns Hopkins University - Show all jobs for Johns Hopkins University |
Executive Assistant
Requisition #: 41584
Role: ATO
Level: 3
Range: OG
Status: Full Time
Hours Worked: 37.5
Work Week: Monday - Friday, 8:30 - 5pm
Contact: Homewood Human Resources (410) 516-7196
Personnel Area: University Administration
Org Unit: Office of the President
Location: 3400 N. Charles Street
Approximate
Starting Salary:
General Description: The Executive Assistant is responsible for providing high-level administrative support to the President of Johns Hopkins University. Serve as primary back up to the Director of the Office of the President in overseeing the day-to-day operation of the office. Responsible for establishing and maintaining complex calendar and coordinating meeting materials for the President of Johns Hopkins University.
Primary Responsibilities
. Serve as second in command to the Director of the Office of the President by providing office oversight and support. Provide recommendations in managing the office and developing effective procedures and processes. Implement new procedures as appropriate. Resolve administrative issues and problems that arise throughout the course of the day.
. Schedule all appointments including internal and external meetings, speaking engagements, events, etc. for the President.
. Based on special knowledge and understanding of initiatives, goals and objectives of the Office of the President, independently resolve scheduling conflicts, prioritize requests, confirm and track event or meeting details.
. Ensure that leadership is fully prepared for meetings and appearances; including, compiling and preparing materials, confirming meeting details and expectations regarding leadership's appearances.
. Prepare and/or review briefings for leadership's review.
. Conduct internet-based and other research to prepare leadership for meetings (e.g., biographies or information about individuals or organizations).
. Oversee the processing and triaging of all incoming mail. Ensure mail is correctly processed and tracked in a timely manner and that all issues are appropriately vetted and addressed. Provide direction and oversight to staff in processing mail.
. Make travel and accommodation arrangements which includes trip planning with lodging, transportation, itineraries (including directions and parking arrangements), and packets tailored for visits.
. Responsible for tracking and ensuring timely processing of travel, expense reimbursement, payroll, purchasing, budget and other transactions through JHU systems (SAP, E210, etc.). Provide direction and oversight to staff in processing transactions.
. Oversee the maintenance of the office facilities and supplies, which includes but is not limited to: maintaining an inventory of office supplies and ordering new supplies as needed, working with facilities on any maintenance issues, and calling in and staying on top of any office equipment repairs. Provide direction and oversight to staff in maintaining office facilities and supplies.
. Communicate regularly with individuals and groups across the School and University and with external constituents. Develop institutional relationships based on a level of understanding and knowledge of the University and its internal and external relationships.
. Exchange and coordinate information using tact, accuracy, clarity and persuasion, requiring good oral and written communication skills.
. Coordinate administrative committees, including staffing, scheduling, invitations, meeting logistics (including AV and meals or refreshments), preparing and distributing materials for the meetings and taking, preparing and distributing minutes from the meetings. Ensure that meeting spaces are cleared and cleaned afterwards.
. Responsible for the execution and completion of special projects and assignments.
. Ensure files for leadership are well organized, maintained and up to date.
. Copy, collate, and distribute materials as needed. Operate personal computer to access e-mail, electronic calendars, and other basic office support software. Use various software applications, such as spreadsheets, relational databases, and graphics packages to assemble, manipulate and/or format data and/or reports.
. May proof correspondence requiring leadership's signature, ensuring accuracy, clarity and standardized formatting.
. Other duties as assigned. Some evening and weekend work required.
Qualifications: Qualifications updated 10/29/2009
Bachelor's degree. Minimum of five years experience in providing progressively responsible administrative support with experience working on a wide variety of special projects and special assignments.Additional related experience can be substituted for education.Additional education may substitute for experience.
Excellent oral and written communications skills. Able to work efficiently, effectively and professionally in a fast-paced environment interacting with senior level executives and officials. Ability to maintain courteous, professional, discreet, and tactful behavior at all times. Ability to maintain strict confidentiality on issues and information. Ability to develop and maintain sound professional relationships among superiors, subordinates and peers.
Strong computer skills including Outlook, Word, Powerpoint, Excel. Facility with technology (including audio visual equipment) in general.
Excellent organizational skills. Works well under pressure and meets deadlines. Demonstrated ability to address/resolve multi-faceted problems. Strong multi-tasking skills and demonstrated ability to manage competing priorities.
Preferred Qualifications: Experience in a professional setting supporting a senior level position. Higher education and SAP experience preferred.
NOTE: The successful candidate(s) for this position will be subject to a pre-employment background check.
City: Baltimore
State: MD
Zip: 21278
Country: United States of America
Job ID: jhu-41584
Job Channel: USA-MD-Baltimore Metro Office/Clerical
Posted: 12/25/09
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