Executive Assistant

We are seeking an Executive Assistant who will provide executive support for the Director of the Department of Anesthesiology & Critical Care Medicine. Work priorities are set by the Director, and work is organized around the needs of the Director, with a matrixed relationship to the Chief Administrative Officer (CAO). The Assistant to the Director will need to learn, understand, and be able to interpret Departmental, School of Medicine, and University policies for faculty and staff within the scope of position. They must be comfortable and able to speak for the Director in the Director’s absence on matters within the scope of the position. They must have the absolute confidence and trust of the Director and must regularly exercise independent judgment in a variety of arenas. This position is a senior administrative support position within the Department and as such must provide an outstanding example for the other administrative support staff. The position’s major responsibilities fall into three categories:

1. Administrative Management of the Director’s Office = 40%
2. Operations and Communication Management = 40 %
3. Project Management = 20%

The scope of the Director’s job and the size of the Department guarantees that this position has substantial and complex responsibilities. This position must manage the multiple facets of the Director’s office, balancing each aspect with precision and sensitivity as well as absolute discretion. A high level of discretion and strong Emotional Intelligence (EQ) is a must. This individual will be working with individuals throughout Johns Hopkins Medicine, including frequent contact with the Dean’s Office, School of Medicine office, and Johns Hopkins Medicine Executives. They must be able to independently manage projects of significant scope and complexity, while maintaining a smoothly running Director office. In addition, the Director’s office is the originator of Department communications designed to provide clarity, transparency and strategic direction to the Department. This individual must understand Departmental priorities and strategies and provide independent generation and/or final drafting of complex communications to the Department as well as other audiences of the Department. This individual is the first representative of the Director’s office and must have the ability to manage many situations that call for personal self-confidence and discretion. As the TITLE, this position will have tremendous responsibility and will be pivotal in carrying out the strategic and operational initiatives of the Director of the Department.

Specifically, this role will support the Department in the development and implementation of projects focused on advancing the JHM strategic priorities – People, Biomedical Discovery, Education, Patient- and Family-Centered Care, Integration, and Performance. The Executive Assistant is responsible for supporting the implementation, coordination, status reporting and stability of department-wide projects that have significant and direct impact on the strategic priorities and the clinical, fiscal, and administrative operations of the Department of Anesthesiology and Critical Care Medicine (ACCM).

Specific duties & responsibilities:

Administrative Management of Director’s Office = 40%

• Assist in electronic management of complex day-to-day schedule of the Director of APM. This includes arranging and managing travel schedule.
• Plan and manage complex meetings within and outside the Department. This includes duties such as developing meeting agendas, taking meeting minutes and turning around final meeting minutes.
• Understand the value and limitations of the Director’s time and prioritizes time demands accordingly; Adjusts and readjusts actions to fit changing priorities of the Director’s office.
• Set routine priorities independently and sees to satisfactory conclusion tasks and requests.
• Provide information management support by drafting, editing, finalizing and publishing public and confidential reports, correspondence and presentations on behalf of the Director in a timely manner.
• Review, distribute & dispose of physical & electronic communications with acumen, timeliness and accuracy.
• Prepare materials for meetings and assures that appropriate arrangements have been made for meetings.
• Manage faculty and personnel management processes that require Director signatures and/or tracking of documents.
• Organize file management & information retrieval systems.
• Work with other members of the team, including members of the faculty affairs team, to ensure the Director’s office is viewed in the highest possible light and the work of the Director’s office is completed in a timely, efficient and professiona