Executive Assistant

Student Health and Well-Being Mental Health Services (SHWB-MHS) at Johns Hopkins University seeks an energetic, organized, and motivated Executive Assistant to support the Chief Mental Health Director (CMHD) and the SHWB-MHS senior leadership team. Reporting to the Chief Mental Health Director, the Executive Assistant will provide department leaders with support around calendaring, scheduling, travel assistance, and special projects. The Executive Assistant will support the CMHD in a range of departmental functions including event planning, communications assistance, budget, invoice and purchasing responsibilities, along with SAP transaction processing.

The Executive Assistant must be able to work in a demanding, fast-paced, and collaborative work environment. This position requires the ability to work independently, take initiative, multi-task, prioritize, and be proactive. This individual will regularly manage sensitive and confidential information and must exercise the utmost professionalism and discretion at all times.

Specific Duties & Responsibilities

Calendaring, Meetings, & Document Management

• Manages calendar for the Chief Mental Health Director and coordinates the scheduling of SHWB-MHS senior leadership team activities.
• Coordinates senior leadership team shared office space schedule, remote work calendars, and vacation/time off calendar.
• Ensures the Chief Mental Health Director is adequately prepared for all meetings with internal and external stakeholders by communicating clearly with participants and providing necessary documentation in advance.
• Ensures agendas are prepared and distributed, takes and distributes/posts accurate minutes, catalogs and helps implement action items for all leadership team and departmental meetings.
• Maintains shared file systems and Microsoft Teams sites for SHWB-MHS leadership and MHS-wide teams, including updating templates and other documents as directed.
• Ensures proactive feedback loop to the Chief Mental Health Director on conflicts or issues in leadership team processes.

Special Projects

• Leads, coordinates and oversees special projects for the CMHD to aid in the coordination of MHS activities across clinics, such as: management and tracking of staff licensure and professional development funding, technology survey and procurement, compilations and submission of departmental updates for division-wide quarterly newsletter, and other duties as assigned.

Event Planning & Coordination

• In collaboration with administrative support staff at each clinic location, coordinates departmental outreach events, workshops, and group sessions (preparing printed materials, arranging parking for vendors, ordering supplies, placing room and equipment reservations, ordering meals, planning virtual group sessions and presentations, etc.).
• Creates and facilitates distribution of Qualtrics surveys for interviews, events and trainings as directed.
• Coordinates logistics for interviews, team retreats, teambuilding events, professional development and training, and other activities as directed.

Administrative, Finance, & Communication

• Provides general administrative support functions for the Chief Mental Health Director and SHWB-MHS senior leadership team such as filing, faxing, copying, mail, ordering supplies, etc.
• Supports routine financial and budgetary functions, including processing travel reimbursements, expense reports, data entry, and procurement card transactions.
• Provides Chief Mental Health Director with monthly budget accounting and reconciliation.
• Oversees SHWB-MHS transactions in SAP financial software; processes transactions related to finance and procurement as directed by CMHD.
• Serves as primary point of contact with IT and LAN administrator for technology needs of SHWB-MHS senior leadership team.
• Provides support to senior leadership team around creation, proofing and distribution of communication vehicles.
• Serves as primary liaison to the SHWB Executive Assistant to Vice Provost and Director of Operations to support SHWB division-wide communications, events and other activities as directed.
• Maintains various departmental listservs; managing and updating memberships as needed on a monthly basis.
• Other administrative support duties, as assigned.

Special Knowledge, Skills, & Abilities

• Demonstrated commitment to the principles of diversity, equity, inclusion, and belonging.
• Sophisticated written and verbal communication skills, including the ability to communicate with a wide array of stakeholders including faculty, senior and executive leadership, student groups, vendors, and exte