IT@JH Office of the CIO is seeking an experienced Executive Assistant who will provide high-level administrative support to the Vice President and Chief Information Officer (CIO). This position will have high visibility with leaders of Johns Hopkins University (JHU) and Johns Hopkins Medicine (JHM). The IT Executive Assistant will be the primary point of contact for scheduling engagements and communicating with executives and senior leadership from JHU, JHM, partners, collaborators, and external stakeholders.
The position needs an adept individual who can handle numerous priorities and deadlines while delivering excellent service to the CIO. The ideal candidate should have experience managing busy executive-level schedules and a positive attitude with a high level of tact and diplomacy.
The Executive Assistant reports directly to the CIO and is expected to work in close collaboration with and support other senior members of the IT leadership team as needed.
Specific Duties & Responsibilities
Manages scheduling, communications, and engagements with senior leaders across the Hopkins enterprise and with external stakeholders.
Proactively identify and resolve scheduling conflicts and prioritize meeting requests.
Performs administrative duties such as answering the CIO's phone and preparing meeting materials.
In advance of all meetings, confirm logistics and ensure all parties have the proper materials disseminated for both in-person and virtual events.
Organizes virtual and in-person engagements and talks, team meetings, all-staff meetings, and other events as needed.
Makes travel arrangements for the CIO and other leaders or guests as needed.
Proofreads, edits and summarizes confidential and sensitive information with discretion.
Anticipates future needs of the CIO by demonstrating responsiveness, critical thinking, and sound judgement while thriving in a dynamic organizational environment.
Greets visitors and special guests and assists them with hospitality needs during their visits (e.g., locating temporary office space, quiet rooms for calls or securing alternative meeting space, as needed).
Responds to inquiries and direct people to the most appropriate staff for assistance.
Participates in meetings, as requested, to capture meeting minutes and follow up actions.
Processes travel expenses and reimbursements for the CIO and other designated leadership staff, as assigned.
Provides back-up administrative support to IT leadership, as needed.
Investigates and resolves sensitive administrative problems.
Performs other duties, as assigned.
Special Knowledge, Skills, & Abilities
Advanced knowledge using Very strong computer skills using MS Office (Outlook, Word, Excel, PowerPoint), Adobe Acrobat, and able to quickly learn other computer software as needed.
Experience working within large, complex organizations and supporting 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.
Hybrid, Mt. Washington
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.
Classified Title: Executive Assistant Role/Level/Range: ATO 37.5/03/OG Starting Salary Range: $23.30-$32.00-$40.80 HRLY (Commensurate with experience) Employee group: Full Time Schedule: Mon-Fri 8:30-5:00 Exempt Status: Non-Exempt Location: Hybrid/Mount Washington Campus Department name: IT@JH Administration and Finance Personnel area: University Administration
Total Rewards The referenced salary range is based on Johns Hopkins University's good faith belief at the time of posting. Actual compensation may vary based on factors such as geographic location, work experience, market conditions, education/training and skill level. Johns Hopkins offers a total rewards package that supports our employees' health, life, career and retirement. More information can be found here: https://hr.jhu.edu/benefits-worklife/
Please refer to the job description above to see which forms of equivalency are permitted for this position. If permitted, equivalencies will follow these guidelines: 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 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.
**Applicants who do not meet the posted requirements but are completing their final academic semester/quarter will be considered eligible for employment and may be asked to provide additional information confirming their academic completion date.
The successful candidate(s) for this position will be subject to a pre-employment background check. Johns Hopkins is committed to hiring individuals with a justice-involved background, consistent with applicable policies and current practice. A prior criminal history does not automatically preclude candidates from employment at Johns Hopkins University. In accordance with applicable law, the university will review, on an individual basis, the date of a candidate's conviction, the nature of the conviction and how the conviction relates to an essential job-related qualification or function.
All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or status as a protected veteran.
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