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SNF Agora Executive Assistant

Johns Hopkins University
Johns Hopkins University

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The SNF Agora Institute at Johns Hopkins University is seeking a seasoned SNF Agora Executive Assistant to provide expert administrative support to the Institute's Director and Deputy Director, and to manage the Office of the Director. The Executive Assistant will be an integral member of the Office of the Director and have high visibility with university leaders and major university donors, as well as high-profile visitors to the Institute. The Executive Assistant will be the primary point of contact for the Office of the Director and be responsible for office management and scheduling and communicating with executives and senior leadership, including but not limited to, the JHU President, Vice Presidents, Provost, Deans, faculty, and a number of external stakeholders. They will be responsible for all administrative activities for the Institute, requiring a highly skilled individual who can manage multiple priorities and deadlines while providing a high level of service to Institute and university executives. The ideal candidate will have experience coordinating busy executive-level calendars, be committed to the Institute's mission, and exhibit a positive attitude of service.

Specific Duties & Responsibilities

Executive-Level Scheduling

  • The Institute Director has a direct reporting relationship to the President, Provost, and Dean of the Krieger School of Arts & Sciences. Therefore, the Executive Assistant will manage scheduling and communications with various executive leaders throughout the institution.
  • Manage conflict-free daily calendars for the Institute Director and Deputy Director.
  • Schedule internal and external meetings with key stakeholders and top university donors.
  • Independently identify and resolve scheduling conflicts and prioritize meeting requests.
  • In advance of all meetings, confirm logistics and ensure all parties have the proper materials disseminated for both in-person and virtual events.
  • Organize virtual and in-person job talks, monthly faculty meetings, weekly staff meetings, and Institute sponsored convenings and conferences/seminars.
  • Make travel arrangements for the Office of the Director's key principals, invited speakers, conference guests, faculty recruitment for job talks and all other executive level and Institute travel.
  • Communicate with university executive offices and represent the Office of the Director in scheduling meetings and donor related activities in a professional and congenial manner.
  • Draft/edit/circulate related meeting and special event materials; gather background data in preparation for meetings, speeches, reports and proposals to prepare the Director and the Deputy Director for meetings and presentations with university leadership, faculty, staff and external partners and groups.
  • Coordinate all administrative activities related to the SNF Agora Board of Advisors; schedule all events and meetings, coordinate agendas and supporting materials, draft/edit correspondence for the BOA.
  • Proofread, edit and summarize confidential and sensitive information while being discrete.
  • Facilitate relationships with key executive offices throughout the organization including the Office of the President, Provost, Deans, SVP for Finance and Administration and the VP for Development and Alumni Relations.
  • Facilitate relationship with key external stakeholders, including members of government, the media, philanthropy, and civil society.
  • Anticipate future needs of the Directors and demonstrates responsiveness, critical thinking and sound judgement while thriving in a contingent environment.

Institute Office Management

  • The Executive Assistant is the Director and Deputy Director's most senior and primary administrative assistant who is responsible for ensuring all Institute administrative needs and functions are met in a professional, effective, and timely manner. Specific responsibilities associated with Institute office management include,
  • Greet visitors and special guests, and assist them with hospitality needs during their visit (locating temporary office space or quiet rooms for calls, finding JHU buildings, etc.);
  • Answer telephones and direct people to the appropriate members of the Institute for assistance.
  • Order office supplies and ensure the Institute office is properly stocked and maintained.
  • Provide administrative oversight and assistance with planning and coordinating of all programs, events and activities sponsored by the Institute.
  • Using Johns Hopkins Procurement channels, work with Institute faculty and staff to order supplies, equipment, furniture and routine maintenance for office equipment and facilities.
  • Assist with the collection and collation of data and documents for quarterly reports for the Institute's Board of Advisors and Foundation quarterly meetings.
  • Work with the Deputy Director to organize weekly Institute staff meetings and create and disseminate agenda items, record minutes and monitor follow-up action items.
  • Process travel reimbursements for all Institute faculty, staff and guests.
  • Process online payments for all Institute expenses and purchases including but not limited to, honorariums, monthly bill payments, ad-hoc communication and marketing expenses, and any other Office of the Director related expense.
  • Utilize the University's' procurement system, procure goods and services for all Institute faculty and staff; work with Purchasing to get service contracts signed and independent contractor's set-up in Payment Works and SAP.
  • Provide event day staffing for all Institute convenings, special events and meetings as needed in support of the SNF Director of Communications.
  • Oversee and supervise student administrative workers and junior administrative staff.
  • Provide back-up administrative support as needed.
  • Perform other duties as assigned.

Minimum Qualifications
  • Bachelor's Degree.
  • Five years experience in providing progressively responsible 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, to the extent permitted by the JHU equivalency formula.

Preferred Qualifications
  • Five years of experience, preferably in support of academic, business, research and/or development activities and operations, providing high-level administrative oversight, coordination, and advice.

  • Willingness to work independently with a team that frequently travels and/or works in hybrid mode.

  • Experience providing administrative support at the executive level.

  • Ability to perform under pressure in a fast-paced and contingent environment.

Special Knowledge, Skills, & Abilities

  • Skill with creating and establishing workflows and policies for best practices.
  • Ability to work in a fast-paced environment and flexibly handle competing priorities and stakeholders.
  • Skill and comfort representing the Director and Deputy Director to a wide range of external and internal constituencies.
  • Demonstrated interpersonal, organizational, and problem-solving skills.
  • Ability to manage multiple projects and establish priorities using independent judgement and ensuring deadlines are met.

Classified Title: Executive Assistant
Job Posting Title (Working Title): SNF Agora Executive Assistant
Role/Level/Range: ATO 37.5/03/OG
Starting Salary Range: $24.00 - $33.00 - $42.00 HRLY (Commensurate with experience)
Employee group: Full Time
Schedule: M-F 8:30-5:00
Exempt Status: Non-Exempt
Location: Hybrid/Homewood Campus
Department name: SNF Agora Institute
Personnel area: School of Arts & Sciences

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