Executive Assistant 117418
Executive Assistant 117418
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Job Description
Reporting to the Executive Specialist for the Office of the Dean we are seeking anExecutive Assistantwho will serves an important and highly public role in the School of Educations Office of the Dean providing the highest level of administrative support to the Dean Vice Dean and Divisional Business Officer (DBO) in a demanding and fastpaced environment. The Executive Assistant is highly proactive and demonstrates the ability to work independently prioritize effectively and take initiative in anticipation of the future needs of the Office of the Dean. The Executive Assistant must demonstrate responsiveness strong attention to detail superb customer service independent thinking and solid judgment.
This position serves an important and visible role communicating and interacting with university senior leadership (including but not limited to the president provost vice presidents vice provosts deans and faculty) and important external partners.
Specific Duties and Responsibilities
- Provide highlevel administrative support to the Dean Vice Dean and DBO daily serving as the main line of daily administrative support for the Deans office.
- Prepare the team daily for a wide range of meetings and presentations and work with other staff and offices to ensure that the team has all materials and information needed for meetings events presentations etc.
- Strategically manage the principals calendars of meetings and appointments particularly the Vice Dean and DBO calendaring for the Dean will be shared with the Executive Specialist.
- Schedule meetings prepare agendas and meeting materials for the Deans Leadership Council and attend these meetings to take notes and prepare summaries for distribution. Engage in similar tasks for the Academic Council as requested.
- Anticipate future schedule conflicts and resolve them promptly.
- Keep the principals on schedule and abreast of changes and highlevel concerns as necessary throughout each day.
- Provide project support for the DBO and support to the Dean and Vice Dean as needed (will be directed in this way by the Executive Specialist).
- Work closely with the Executive Specialist and the Events Manager on special events with an understanding of priorities deadlines and goals; organize highlevel meetings with constituencies as required; Maintain attendance lists committee rosters and contact sheets when appropriate. Staff graduation week events.
- Maintain and regularly update a prioritized list of todo items and followup items for the DBO and Vice Dean and populate the todo list through proactive collaboration with the Executive Specialist with an understanding of time sensitives and related priorities.
- Compile prioritize and maintain a weekly weekend reading list for the Dean Vice Dean and DBO.
- Coordinate all travel plans and itineraries for the principals in a manner that promotes the best use of time and minimizes potential travel issues; reconcile and process all travelrelated expenses for the principals.
- Process invoices and contracts.
- Anticipate and problemsolve issues or concerns impacting the Dean Vice Dean and DBO both independently and in partnership with the Executive Specialist.
- Recommend operational processes and workflow improvements to the Executive Specialist.
- Serving as communications liaison to the Deans Office with MarCom and external media inquiries.
- Update the Dean and Vice Dean internal webpage as needed.
- Provide administrative coverage to the Executive Specialist when needed.
- Serve in an oncall capacity for scheduling emergency/crisis meetings at the direction of leadership.
Additional Knowledge Skills and Abilities
- Excellent written and oral communication skills.
- Significant experience with Microsoft Office products virtual collaboration tools (e.g. Zoom MS Teams etc. internet searches and database systems.
- SAP and Concur experience preferred.
- Outstanding interpersonal customer service and organizational skills.
- Use of good and independent judgment and decision making.
- Maintaining confidential information.
- Ability to manage more than one task simultaneously in a dynamic fastpaced professional environment.
Minimum Qualifications
- Bachelors 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
- Experience in a professional setting serving as a seniorlevel individual preferred.
- Must maintain the highest levels of confidentiality and professionalism; and have the ability to develop and maintain sound relationships.
- Must be skilled in managing and prioritizing multiple projects simultaneously. Assist as needed on Schools initiatives.
Classified Title: Executive Assistant
Role/Level/Range: ATO 37.5/03/OG
Starting Salary Range: $24.25 $42.50 HRLY (Commensurate w/exp.
Employee group: Full Time
Schedule: Monday Friday 37.5 hours per week
FLSA Status:NonExempt
Location:Hybrid/Homewood Campus
Department name: Office of the Dean
Personnel area: School of Education
Employment Type
Full Time
