The Executive Assistant and Office Manager provides high-level support to the Vice President and General Counsel (GC) in managing, coordinating and facilitating the accomplishment of organizational goals, objectives, strategic and tactical initiatives without managerial responsibility and authority over the GC’s direct reports. This position requires special knowledge/understanding and experience in the GC's area(s) of responsibility, strong organizational, planning and facilitation skills, and the ability to manage a fast-paced office.
As a professional representative of the General Counsel’s office, the candidate will be a detail-oriented team player who is committed to responsiveness and customer service. The Executive Assistant will deal regularly with highly sensitive, privileged and confidential subject matter, be proactive and responsive.
Manage the daily calendar of the GC by scheduling internal and external meetings, appointments, travel, special events, and teaming sessions.
Independently resolve scheduling conflicts, prioritize requests, and confirm meeting details and expectations for the GC.
Prepare materials to ensure the GC is fully prepared for all meetings.
Organize high-level meetings with multiple constituencies and disseminate corresponding meeting materials, as needed.
Keep the GC on schedule and abreast of changes and high-level concerns, as necessary, throughout each day.
Develop institutional relationships; collaborate and liaise extensively with a variety of individuals on different matters central to the GC’s area(s) of responsibility.
Interface with key leadership and leadership offices across the university and health system.
Anticipate and problem-solve issues and concerns impacting the GC, participate in priority setting as required.
Oversee incoming correspondence and requests for the GC’s attention; triage to other staff members as appropriate; prioritize items that need immediate attention; and prepare and edit letters, memos and other correspondence for the GC.
Participate in the GC’s team meetings; in conjunction with other team or committee members - contribute to discussions and recommend effective solutions and courses of actions as appropriate.
Reconcile travel expense reporting.
Supervise a team of six administrative staff.
Organize and lead monthly support staff meetings.
Organize and maintain electronic and paper files. Assure that materials are accessible in a timely manner and kept confidential.
Ensure effective budget management and review.
Encourage effective communication in the office, including between attorneys and staff.
Set and shares expectations of performance for all administrative staff.
Oversee paper and electric filing system both in office and offsite.
Manage physical space of office, coordinating facilities and outside vendors when repairs are needed.
Ensure office phones and IT are operating properly and office is properly supplied.
Hire administrative support.
Plan office meetings and events.
Perform additional duties as assigned.
Bachelor's degree required.
Five years of experience in providing progressively responsible administrative support with experience working in a fast-paced environment with multiple scheduling responsibilities.
Experience in a professional setting serving a senior-level individual preferred.
Additional education may substitute for required experience and additional related experience may substitute for required education, to the extent permitted by the JHU equivalency formula.
Special Knowledge and Skills:
The successful candidate will have:
Outstanding interpersonal, customer service and organizational skills.
Ability to effectively communicate and engage with senior staff.
Excel at using good judgment, maintaining confidential information and managing more than one task simultaneously in a dynamic, fast-paced, professional environment.
Excellent written and verbal communication skills.
Significant experience with Microsoft Office products, internet searches, and database systems.
JHU Equivalency Formula: 30 undergraduate degree credits (semester hours) or 18 graduate degree credits may substitute for one year of experience. Additional related experience may substitute for required education on the same basis. For jobs where equivalency is permitted, up to two years of non-related college course work may be applied towards the total minimum education/experience required for the respective job.
Classified Title: Executive Assistant Working Title: Office Manager and Executive Assistant to the VP and General Counsel Role/Level/Range: ATO 37.5/03/OG Starting Salary Range: Commensurate with Experience Employee group: Full Time Schedule: M-F, 8:30am - 5:00 pm Exempt Status: Non-Exempt Location: 01-MD:Homewood Campus Department name: 10001629-VP and General Counsel Administration Personnel area: University Administration
The successful candidate(s) for this position will be subject to a pre-employment background check.
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