We are seeking a Executive Assistant who will assist in all administrative matters and provide administrative support for day-to-day operations for an executive leader(s). The Executive Assistant supports the executive(s) on a variety and range of administrative and office functions, e.g. oral and written communications, calendars, meetings, travel arrangements and special projects as needed.
In a fast-paced, highly visible Office of the Dean, the Executive Assistant serves as the primary administrative and operational partner to the Dean. This role ensures continuity of operations and enables the effective execution of both daily priorities and broader strategic initiatives.
The Executive Assistant exercises sound judgment, discretion, and initiative to manage competing priorities, anticipate needs, and drive coordination across a complex and dynamic environment. The ideal candidate loves solving problems and sees the ever-changing nature of the Dean's schedule as a fun challenge. Serving as a central point of contact for senior leadership, faculty, staff, and external stakeholders, this role requires a high level of confidentiality, strong communication skills, and the ability to independently manage administrative, logistical, and office operations.
Specific Duties & Responsibilities
Coordinate calendars and arrange meetings and events.
Prepare meeting summaries and confidential reports for executive management regarding sensitive and complex issues. Record and draft minutes. Monitor and follow-up on action items.
Organize committees and meetings on behalf of the executive(s).
Assume full responsibility and accountability for carrying out and completing special projects and assignments.
Work closely with and interact regularly with high-level staff, officers, and special guests.
Represent the executive(s) in appropriate circumstances within the scope of the position's responsibility.
Schedule and prepare travel-related and other reimbursements as needed.
Assist with files, letters, and preparation of departmental reports.
Other duties as assigned.
In addition to the duties described above
Advanced Calendaring & Schedule Ownership
Maintains dean's complex and high-volume calendar which functions as the core operational system for the dean and dean's office, schedules meetings requests from dean and internal and external stakeholders.
Exercises sound judgement to align meetings with strategic priorities.
Proactive plans, schedules and confirms meetings, events and all associated logistics including materials, agendas and associated preparation; Aligning calendar decisions with strategic priorities;
Prepares structured weekly scheduling briefings/questions for the Dean.
Identifies and implements process improvements in scheduling to improve operational efficiency.
Senior Stakeholder & Leadership Coordination
Coordinates high-level meetings with senior leadership, faculty, and external stakeholders
Supporting recurring executive forums lead by dean (e.g., Senior Planning Group)
Serves as liaison between Dean, Chief of Staff, internal and external stakeholders to facilitate effective communication and preparation.
Office Management & Operations
Acts as primary office manager for the Dean's Office ensuring smooth day-to-day operations.
Greets and welcomes all visitors; answers phone calls in timely manner and serves as overall representative of the dean's office to faculty, staff and students in a professional and gracious manner.
Manages the ordering and processing of
Office/kitchen supplies
Mail and packages
Office-wide initiatives (e.g., celebrations, birthday cards)
Communications
Triages and manages Dean's Office email and other incoming and outgoing Office correspondence.
Manages dean's bios and headshots.
Travel, Financial & Expense Management
Process expense reconciliation for dean in timely manner in compliance with University policies.
Prepare, submit, and track expense reports and reimbursements; follow up on discrepancies or missing documentation as needed.
Book and manage domestic and international travel for dean including preparing travel materials in coordination with University policies and procedures.
Record keeping
Maintain organized electronic and physical filing systems for the Dean's Office in accordance with University records retention policies.
Ensure materials, correspondence, and documentation are properly archived and accessible.
Support administrative compliance with institutional policies, procedures, and documentation standards.
Process Improvement
Work closely with the Chief of Staff and other leadership to support implementation of the Dean's priorities.
Document office processes and proactively identify opportunities for administrative and operational improvement.
Minimum Qualifications
Bachelor's Degree.
Five years of progressively responsible experience providing 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 experience may substitute for required education beyond a high school diploma/graduation equivalent, to the extent permitted by the JHU equivalency formula.
Preferred Qualifications
Experience working with senior- or executive-level individuals and confidential or sensitive information.
Excellent oral and written communications skills and computer skills.
Sound judgment and independent decision-making ability.
Highly organized and detail oriented with ability to manage and prioritize multiple projects and to work within a cross-functional environment.
Technical Qualifications & Specialized Certifications
Highly proficient with Microsoft Office programs including Outlook, Word, Excel, and PowerPoint.
Writing skills to draft, proofread, and edit a variety of written materials such as letters, other correspondence, and presentations.
Advanced knowledge of Microsoft Office Suite, Microsoft Teams, Airtable, Dropbox Zoom, SharePoint
Managing documentation systems and shared resources
Technical Skills & Expected Level of Proficiency
Calendar Management - Advanced
Confidentiality and Discretion - Advanced
Interpersonal Skills - Advanced
Meeting Coordination - Advanced
Office Procedures - Advanced
Oral and Written Communications - Advanced
Organizational Skills - Advanced
Project Management - Intermediate
Travel Coordination - Advanced
The core technical skills listed are most essential; additional technical skills may be required based on specific division or department needs.
Note: When submitting your application, please include a cover letter specifically tailored to this Executive Assistant opportunity , highlighting your directly relevant experience and interest in the role.
Classified Title : Executive Assistant
Role/Level/Range: ATO 37.5/03/OG
Starting Salary Range : $24.25 - $42.50 HRLY ($65,000 targeted; Commensurate w/exp.)
Employee group: Full Time
Schedule : Monday-Friday 8:30-5:00 (but should also match Dean)
FLSA Status: Non-Exempt
Location : School of Nursing / Baltimore, MD
Department name: Office of the Dean
Personnel area: School of Nursing
Equal Opportunity Employer
All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or status as a protected veteran.