Executive Assistant (Data Science & AI Institute)

Baltimore

The Executive Assistant 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. **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* * Provide direct administrative support to the Director of DSAI, including calendar management, scheduling, and document preparation. * Serve as the first point of contact for the Director's office, handling correspondence and confidential information with discretion. * Assist the Senior Events Coordinator with event logistics, materials preparation, and scheduling. * Support procurement, travel reimbursements, and budget tracking for the DSAI office. * Help maintain office systems and communication workflows and coordinate front office operations. **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** * Proficiency with Microsoft Office Suite (Outlook, Word, Excel, PowerPoint). * Experience with JHU administrative systems such as SAP, Concur, and SuccessFactors. * Familiarity with JHU administrative and financial systems **On-Call Or Non-Standard Work Hour Requirements** * This position may occasionally require flexibility in hours to support early or late meetings or events. **Technical Qualifications \& Specialized Certifications** * Highly proficient with Microsoft Office programs including Outlook, Word, Excel, and PowerPoint. **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.* Classified Title: Executive Assistant Role/Level/Range: ATO 37.5/03/OG Starting Salary Range: $24.25 - $42.50 HRLY (Commensurate w/exp.) Employee group: Full Time Schedule: M-F, 37.5 days weekly FLSA Status: Non-Exempt Location: Hybrid/Mount Washington Campus Department name:DSAI Institute Personnel area: Whiting School of Engineering