Senior Administrative Coordinator

The Bloomberg Center for Public Innovation at Johns Hopkins University (BCPI) seeks a seasoned Senior Administrative Coordinator to provide expert administrative support to BCPI’s Executive Director and members of her executive team and to manage the Executive Director’s schedule and engagements. You will have high visibility with university leaders, partners, donors, and 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, including but not limited to JHU leadership, leaders at international philanthropic organizations, mayors and government leaders, and other 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, creating briefing materials, will be committed to the mission of the Executive Director’s office and BCPI, and will exhibit a positive attitude while conducting business with a high degree of tact and diplomacy. You will report directly to the Executive Director and are expected to work in close collaboration with and support the Director of Strategy & Operations and other members of the BCPI executive team and staff.

The Center is committed to working with communities that are focused on ending legacies of structural, entrenched racism and oppression. You must be willing to think about reimagined government, knowledge, and engagement models through the lens of dismantling these legacies.

Specific Duties & Responsibilities

• Executive-Level Scheduling.
• Manage scheduling, communications, and engagements with various executive leaders throughout the institution.
• Manage conflict-free daily calendars for the Executive Director.
• Schedule internal and external meetings with key stakeholders.
• 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 leadership staff, invited speakers, and guests.
• Communicate with JHU and external offices and represent the Executive Director in scheduling meetings and related activities in a professional and congenial manner.
• 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 BCPI leadership and staff, university leadership, faculty, other 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, demonstrate responsiveness, critical thinking, and sound judgement while thriving in a dynamic organizational environment.
• Planning and Coordination of Meetings and Events
• The Executive Director oversees the work of BCPI and teams that routinely host and/or facilitate meetings, events and strategic consultations with key stakeholders and collaborators as a part of their missions.
• Make significant contributions to planning, coordination, and implementation of meetings and events, in conjunction with the Director of Strategy & Operations, to ensure that logistical needs are met in a professional, effective, and timely manner.
• Draft briefing materials for all meetings so the Executive Director has background on purpose and participants.
• Determine participation in meetings based on organizational needs and opportunity, and in consultation with the Executive Director and/or Director of Strategy & Operations.
• 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 expen