Executive Assistant to Senior Vice President

Johns Hopkins Facilities and Real Estate (JHFRE), a fast paced, dynamic work environment, is seeking candidates for the position of Executive Assistant to Senior Vice President. This position will be responsible for a wide range of administrative duties. A highly visible team member, the Executive Assistant will support the office of the Senior Vice President of Real Estate, Capital Strategy, and Development (SVP). Successful completion of work assignments involves a high level of judgment, tact, creativity, initiative, and attention to detail, as well as an appreciation for tight deadlines, an unwavering commitment to organization, a positive attitude, and a high level of confidentiality.

Specific Duties & Responsibilities

• Manage daily calendar of the SVP by scheduling internal and external meetings, travel and events. Independently resolve scheduling conflicts, prioritize requests, and confirm meeting details and expectations.
• Organize meetings with high-level constituencies, as required, and gather and disseminate corresponding meeting materials, as needed.
• Compile and/or prepare materials for meetings to ensure SVP is fully prepared for scheduled meetings and assure that materials are accessible in a timely manner and kept confidential, including incorporation of feedback from multiple sources, meeting minutes or post-meeting action items.
• Provide full support in paper and electronic document management to ensure the SVP has the materials needed for each topic and the materials are well organized, non-duplicative and easily accessible.
• Keep the SVP on schedule and abreast of changes and high-level concerns, as necessary, throughout each day.
• Work closely with the Senior Advisor for Capital Program and Donor Relations to provide seamless support for the SVP.
• Coordinate with senior members of the JHFRE team to identify priorities for the SVP and ensure topics and decisions are addressed appropriately.
• Coordination of JHFRE communication in conjunction with other departmental contacts, JHFRE communications associate, Directors, capital planning team, and project team members including town halls, newsletters, social media posts, models and renderings of projects, celebrations of 'wins' through announcements and events
• Interface frequently with Presidents Office, DAR and Donor team
• Triage requests for SVP’s time and attention by gathering appropriate details about items for review and approval by the SVP, coordinating with senior members of JHFRE, and managing expectations.
• Available to SVP during non-office hours for questions and follow up.
• Timely expense report submittal for SVP.
• Maintenance of management and productivity enhancing tools including project dashboard, meeting schedule, to do lists.

Special Knowledge, Skills & Abilities

• Must be able to work well at a fast pace.
• Must have an extremely high level of good judgment as well as problem-solving and critical thinking ability.
• Excellent organizational skills and close attention to detail.
• A positive attitude, flexibility, and an eagerness to collaborate with others.
• An unerring sense of professionalism.
• Expertise in organizing meetings, managing inbound calls, conference call setup, and coordinating phone calls with multiple remote participants.
• Demonstrated ability with office desktop technology, including working with Microsoft Office suite of products, including Word (word processing, letter composition, report formatting), Excel (basic data management), PowerPoint (report creation and formatting), Outlook, Teams, OneNote, and other relevant team management and task tracking tools, Adobe Acrobat/Bluebeam.
• Willingness to experiment with and learn new communication and productivity enhancing tools and evangelize them to other team members.
• Excellent verbal, graphics, written communication skills.
• Curiosity, interest in continual learning, passion for finding ways to do things better or more efficiently.
• Some evening and weekend work is necessary.

Supervisory Responsibility

• Does not direct the activities of staff.

*This description is a general statement of required major duties and responsibilities performed on a regular and continuous basis. It does not exclude other duties as assigned.

• Bachelor’s Degree.
• Five years’ work 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