Executive Specialist (Hopkins Bloomberg Center)

We are seeking an Executive Specialist who will support the Vice President of Federal Strategy/Executive Director of the Hopkins Bloomberg Center (VP/ED) and the Chief of Staff (COS) to the VP/ED at the Johns Hopkins University Bloomberg Center (HBC) in Washington, DC. The Executive Specialist is a critical role in the leadership office for the HBC, working closely with the VP/ED, COS and others on the leadership team to ensure timely and effective discharge of responsibilities and institutional priorities. This person will also collaborate closely with colleagues in the Office of Federal Strategy to support the VP/ED and COS in their work managing both the Federal Strategy and HBC functions, helping to ensure an efficient, unified approach across both teams.

Responsibilities include coordinating and facilitating the accomplishment of mission-driven goals, objectives, strategic and tactical initiatives, and working as a shared resource supporting the VP/ED and COS across two distinct portfolios that deliver high-output and high-impact work in a fast-paced environment. This role requires excellent communication skills; considerable judgment, tact, creativity, and initiative; an attention to detail and ability to create and maintain organizational structures and processes within tight deadlines; an unwavering commitment to service; a positive outlook; and the commitment to manage sensitive information with a high-level of discretion and confidentiality.

The successful candidate will demonstrate an ability to work independently, prioritize and reprioritize effectively, and anticipate the needs of the VP/ED and COS. This position requires exceptional organizational, planning, writing, and interpersonal skills, along with a deep curiosity about key external stakeholders and commitment to developing collaborative peer relationships with administrative support staff and senior leaders throughout the institution. The Executive Specialist may manage other HBC administrative staff and interns and will help orient new HBC staff to the organization. Ideal candidates will also have an interest in and understanding of federal government processes and entities.

Direct Support for the VP/ED and COS

• Provide comprehensive administrative support to VP/ED and COS, including strategic and conflict-free calendar management, with consideration of deadlines, goals, and strategic initiatives, an ability to effectively and diplomatically triage competing internal and external requests, and set or coordinate high-level meetings with other internal and external principals.
• Triage and manage information flow and priorities by identifying important items, flagging time-sensitive issues, and facilitating decision-making.
• Coordinate meetings and calls, prepare and distribute agendas. Attend meetings and track deliverables in coordination with the Federal Strategy and HBC leadership teams (including Operations, as needed).
• Work with internal and external colleagues to prepare materials for a range of meetings and discussions, including briefings, agendas and other materials to ensure topics are ready for discussion. Ensure VP/ED and COS are fully prepared for internal and external meetings.
• Provide comprehensive support to the VP/ED’s role as Board of Trustees co-secretary on the Committee on External Affairs and Community Engagement, including scheduling Committee prep meetings, inviting and coordinating with guest speakers, drafting and submitting Committee materials (reports and decks), minute-taking, and development of annotated agendas and executive summaries ensuring accuracy, discretion, and alignment with the Board Office expectations.
• Coordinate, process and reconcile expense reporting in a timely fashion; arrange travel; process and coordinate purchases and invoices; ensure compliance with university finance and procurement standards and rules. Coordinate with HBC finance staff as needed.
• Provide HBC event support and onsite staffing to VP-level and above engagements, both internal and external to the university, and coordinate HBC staffing support as needed.
• Prepare first drafts of announcements, correspondence, presentation decks, memos and emails.
• Ability to effectively communicate and coordinate with Congressional offices, key Executive Branch officials and staff, and other important external audiences (e.g., think tanks, support agencies, trade associations, etc.).
• Manage special projects as needed.

HBC Administrative Functions

• May serve as supervisor for HBC programming administrative support staff, providing guidance, coordination, and oversight.
• Share best practices for VP and senior staff support, communication, and tas