The Bloomberg Center for Public Innovation (BCPI) at Johns Hopkins University seeks a seasoned Executive Assistant to provide expert administrative support to the Executive Director and members of her executive team, and to manage the Executive Director’s schedule and engagements. The Executive Assistant will have high visibility with university leaders, partners, collaborators and donors, as well as with high-profile visitors and will be the Executive Director’s primary point of contact responsible for scheduling engagements and communicating with executives and senior leadership from within JHU, and among partners, donors and external stakeholders.
The position requires a highly skilled individual who can manage multiple priorities and deadlines while providing a high level of service to the Executive Director. The ideal candidate will have experience coordinating busy executive-level calendars, will be committed to GovEx’s mission, and will exhibit a positive attitude while conducting business with a high degree of tact and diplomacy.
The Executive Assistant reports directly to the Executive Director and is expected to work in close collaboration with and support other senior members of the BCPI team and other staff, as needed.
BCPI is committed to working with communities that are focused on ending legacies of structural, entrenched racism and oppression. The Executive Assistant must be willing to consider how reimagined government, knowledge, and engagement models may contribute towards the dismantling of these legacies.
Johns Hopkins University is an equal opportunity employer and does not discriminate on the basis of gender, marital status, pregnancy, race, color, ethnicity, national origin, age, disability, religion, sexual orientation, gender identity or expression, veteran status, other legally protected characteristics or any other occupationally irrelevant criteria. The university promotes Affirmative Action for minorities, women, individuals who are disabled, and veterans. Johns Hopkins University is a drug-free, smoke-free workplace.
Specific Duties & Responsibilities
The Executive Director must build and maintain strong and effective relationships with senior officials across JHU and senior-level representatives of partners, collaborators, donors and other stakeholders. Therefore, the Executive Assistant will:
- Manage scheduling, communications and engagements with senior leaders across JHU, partners, collaborators, donors and other stakeholders.
- Manage conflict-free daily calendars for the Executive Director.
- Schedule internal and external meetings with key stakeholders and top 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 engagements and talks, team meetings, all-staff meetings, and sponsored convenings and conferences/seminars.
- Make travel arrangements for the Executive Director and designated BCPI senior staff, invited speakers, and guests.
- Draft/edit/circulate related meeting and special event materials, gather background data in preparation for meetings, speeches, reports and proposals to prepare the Executive Director and her team for meetings and presentations with university leadership, faculty, staff and external partners and groups.
- Proofread, edit and summarize confidential and sensitive information with discretion.
- Facilitate relationships with key external stakeholders, including members of government, the media, philanthropies and civil society.
- Anticipate future needs of the Executive Director by demonstrating responsiveness, critical thinking and sound judgement while thriving in a dynamic organizational environment.
Planning & Coordination of Meetings & Events
- The Executive Director is responsible for the work of BCPI and this includes hosting and/or facilitating meetings, events and strategic consultations with key stakeholders and collaborators as a part of BCPI’s mission. Therefore, the Executive Assistant will:
- Make significant contributions to planning, coordination and implementation of meetings and events to ensure that logistical needs are met in a professional, effective, and timely manner.
- Greet visitors and special guests, and assist them with hospitality needs during their visits (e.g., locating temporary office space, quiet rooms for calls or securing alternative JHU meeting space, as needed).
- Respond to inquiries and direct people to the most appropriate staff for assistance.
- Assist with the generation, collection, collation and dissemination of meeting invitations and documents, including meeting notes and summaries.
- Participate in staff and planning meetings and capture meeting minutes and follow up actions.
- Process travel expenses and reimbursements for the Executive Director and other designated leadership staff, as assigned.
- Provide event day staffing support for convenings, special events and meetings as needed in support of the Executive Director and BCPI.
- Oversee and supervise student administrative workers and junior administrative staff.
- Provide back-up administrative support to senior staff, staff teams and sister centers, as needed.
- Perform other duties, as assigned.
Special Knowledge, Skills, & Abilities
- Advanced knowledge using office software applications including Microsoft Excel, Microsoft Word, and Microsoft Outlook.
- Experience working within large, complex organizations and supporting events and meetings.
- Excellent communication and interpersonal skills including the generation of meeting summaries and action steps.
- Capacity to work independently and in a results-oriented work environment.
- Bachelor’s Degree.
- Five year’s 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.