Executive Assistant Board of Trustees Office

Full-time - Entry Level

Baltimore, MD

Educational Services

About the position

We are seeking an Executive Assistant Board of Trustees Office which provides high-level project management and administrative support in a fast-paced environment to the University's Board of Trustees and Senior Vice President and Secretary of the Board. Reporting to the Assistant Secretary, this position involves considerable work specific to issues of a sensitive and confidential nature, the candidate must demonstrate careful judgment, accuracy, tact, a high level of discretion, the ability to work independently, and work effectively with senior leaders across the institution as well as with external constituents.

Responsibilities

• Serve as the primary administrative support person for the Board of Trustees Office, communicating and interacting with Trustees and Johns Hopkins Senior Leadership.
• Oversee conflict-free calendars of meetings and appointments for Secretary of the Board as well as for members of the Board of Trustees.
• Independently resolve scheduling conflicts, prioritize requests, confirm and track event or meeting details.
• Manage projects, including preparing the compilation and distribution of certain Board meeting materials.
• Assist in the annual publication and online updates of the Trustee Handbook.
• Triaging correspondence directed at the Board of Trustees.
• Perform administrative duties, including mail merges, gathering profile information, preparing binders, managing correspondence and collection of data.
• Responsible for tracking and ensuring timely processing of travel, expense reimbursement, purchasing, budget and other transactions.
• Work closely with other University administrative support and independently anticipate issues to ensure efficient service and operations.
• Assist with coordinating a variety of events, including Commencement, Convocation, campus visits, and other special events.
• Monitor and collect information for archival purposes.
• Implement Board meetings, which may require out-of-state venues.
• Draft letters and other correspondence.
• Perform other duties as required.

Requirements

• Excellent organizational skills and close attention to detail.
• Must have an extremely high level of good judgment as well as problem-solving and critical thinking ability.
• Must be able to work well at a fast pace.
• Demonstrated ability with office desktop technology, including Microsoft Office suite of products.
• A positive attitude, flexibility, and an eagerness to collaborate with others.
• An unerring sense of professionalism.
• Expertise in organizing meetings, managing inbound calls, conference call setup, and coordinating phone calls with multiple remote participants.
• Excellent verbal and written communication skills.
• Some evening and weekend work.

Benefits

• Total rewards package that supports employees' health, life, career and retirement.