Executive Assistant 117503
Executive Assistant 117503
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$ 24 - 42
1 Vacancy
Job Description
We are seeking an Executive Assistantto serve an important and highly public role in the Office of the Vice President for Civic Engagement and Opportunity providing expert administrative support to the VP in a demanding fastpaced environment. The Executive Assistant will communicate and interact with the senior leadership of the university including the president vice presidents deans directors and their respective staff as well as important external constituents. The Executive Assistant must be highly proactive and demonstrate the ability to work independently. The successful candidate will be able to prioritize effectively take an energetic approach to work assignments and take initiative in anticipating the needs of the VP and his/her leadership team. As a professional representative of the Office for Civic Engagement and Opportunity the candidate must be committed to responsiveness customer service excellence and teamwork. The Executive Assistant will deal regularly with highly sensitive privileged and confidential subject matter. This position requires discretion and exercising considered judgement in all conversations handling of materials etc.
Specific Duties & Responsibilities
- Specific responsibilities include but are not limited to the following
- Manage the Vice Presidents calendar of meetings appointments and special events; organize highlevel meetings with constituencies as required; anticipate future schedule conflicts and take initiative to resolve them in a timely manner.
- Prepare the VP daily for a wide range of meetings and presentations and work with other staff and offices to ensure that briefing materials for meetings and special events are prepared appropriately and on time. Attention to detail in this task is critical.
- Coordinate complex meetings including scheduling invitations reminders meeting logistics (including A/V catering meeting location conference line availability etc..
- Maintain attendance lists and contact sheets. Prepare and distribute materials for meetings as needed.
- Record and track agenda items for the VPs oneonone meetings with the leadership. Prepare meeting agendas accordingly.
- Maintain effective and proactive communication with executive staff deans board members administrators and university administration as required.
- Working with related members of the leadership team manage the followup to important action items requiring the VPs attention with respect to correspondence special events and other operations.
- Prepare and edit letters memos and other correspondence as needed for the VP.
- Oversee incoming correspondence and requests for the VPs attention; route matters and correspondence to other staff members as appropriate; prioritize items that need immediate attention.
- Respond to the VPs phone calls and mail as needed; the first point of contact for all incoming phone calls to the Sr. VP.
- Coordinate travel plans and itineraries for the VP in a manner that promotes the best use of time and efficiency and minimizes potential travel issues.
- Prepare travel and accommodation arrangements for the VP. Track and ensure timely processing of travel and expense reimbursement. Maintain the executive and office travel and expense logs.
- Manage responsibility for the consistent use of file management systems. Ensure files are well organized maintained and up to date. Participate in oversight of records retention.
- Provide support for project management as needed.
- Handle highly confidential information with an appropriate level of discretion.
- Support event coordination for the VP.
Special Knowledge Skills and Abilities
- Must be highly computer literate with demonstrated facility to work with a variety of software systems.
- Proficient in Microsoft Office suite (Word Excel PowerPoint Outlook).
- Ability to work independently and as part of a team.
- Strong problemsolving skills.
Minimum Qualifications
- Bachelors Degree required.
- 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
- Excellent oral and written communications skills and computer skills. Sound judgment and independent decision making ability. Experience dealing with senior or executivelevel individuals and confidential or sensitive information. Highly organized with ability to manage and prioritize multiple projects and to work within a crossfunctional environment.
- Represents oneself in a manner consistent with standards for professional and ethical conduct to maintain image and credibility.
- Ability to work flexible hours as needed.
- Demonstrated experience working positively and collaboratively with a wide range of stakeholders.
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 8:30am 5:00pm
FLSA Status:NonExempt
Location:Hybrid/Homewood Campus
Department name: Civic Engagement and Opportunity
Personnel area: University Administration
Employment Type
Full Time
