Executive Assistant

We are seeking a Executive Assistant who will provide high-level administrative and project/issue tracking support to the Vice President and Chief Real Estate Officer (CREO) of Johns Hopkins Facilities and Real Estate (JHFRE) department and assigned staff. The successful candidate will have demonstrated experience working in a fast-paced, executive environment. Attention to detail and experience dealing with complex, multi-variable issues are required as are consummate skills in diplomacy, discretion, and confidentiality. The Executive Assistant plays a critical role whose contributions to a team-based and cross-trained environment will advance the goals of the Real Estate team.

The position is primarily in-person with limited ability for hybrid/remote work.  Must have the ability to work extended/flexible hours when necessary.

Specific Duties & Responsibilities

Essential Administrative Job Functions

• Serve as a primary point of contact for Real Estate.
• Collaborate with the offices of Johns Hopkins University and Medicine leaders, board members, and trustees.
• Facilitate communication with constituents and the general public, screening and routing incoming communications for Real Estate.
  
• Working closely with the CREO, process and triage incoming communications and meeting requests for the CREO.
• Ensure communications are correctly acknowledged and tracked in a timely manner and that all issues are appropriately vetted and addressed.
  
• Schedule meetings and appointments including internal and external meetings, events, travel arrangements, etc.
• Based on knowledge and understanding of initiatives, goals and objectives of the office, independently resolve scheduling conflicts, prioritize requests, confirm and track event and meeting details.
  
• Draft and/or proof-read and copy-edit formal correspondence and documents requiring leadership’s signature, ensuring accuracy, clarity and standardized formatting.
  
• Coordinate travel logistics including transportation, accommodations, and meals; schedule meetings and create an itinerary to include bios and other support materials as necessary.
  
• Process expenditures (including travel) for payment, reconcile accounts, and monitor expenses within budgetary framework.
  
• Resolve administrative issues and problems that arise throughout the course of the day.
  
• Team with other administrative staff within the department, providing guidance, planning, problem solving, back up, and other related collaborative issues.
  
• Other duties as assigned for other Real Estate team members.
  

Essential Executive Support Job Functions

• Ensure that the CREO is fully prepared for meetings and appearances, including compiling and preparing materials, confirming meeting details and expectations. Prepare and/or review briefings. Conduct internet-based and other research to prepare for meetings (e.g., providing biographies or information about individuals or organizations).
  
• Plan, write, edit and manage distribution of letters, memoranda and other communications from the CREO, in collaboration with the CREO.
  
• Assist in administering periodic staff meetings by helping to organize an agenda, sending out advance notifications, as well as reminders, copying and distributing materials.
  
• Prepare materials and detailed presentations in a readily usable and easily understood format to support key projects and other work undertaken by the CREO. This requires initiative in learning and understanding the priorities for the CREO as well as all of JHFRE.
  

Special Knowledge, Skills, & Abilities

• A demonstrated attention to detail and organizational skills are critical as the successful candidate will be required to track and/or manage various projects and priorities simultaneously while maintaining a high degree of accuracy.
  
• Develop institutional relationships based on a level of understanding and knowledge of the University and its internal and external relationships. Communicate regularly with individuals and groups across the JH institutions and with external constituents.
  
• Exchange and coordinate information using tact, accuracy, clarity and persuasion. Strong verbal and written communication skills are essential.
  
• Responsible for the execution and completion of special projects and assignments.
  
• Ability to work extended or flexible hours when required/approved to meet the needs of the Department.
  
• Fluency in use of diverse software applications, such as spreadsheets and graphics packages to assemble, manipulate and/or format data and reports. Expert skill level in Microsoft Office applications including Word, Outlook, PowerPoint, and