Executive Assistant & Board Relations Manager
Baltimore
- Organization: Jhpiego
- Location: Baltimore
- Grade: Administrative support - Administrative Services and Support - Generally no need for Higher Education
-
Occupational Groups:
- Administrative support
- Managerial positions
- Closing Date:
Executive Assistant & Board Relations Manager
- Job ID
- 2024-6523
- Location
- US-MD-Baltimore
- Category
- US Based Positions
- Employment Status
- Full-Time
Overview
The Executive Assistant, (EA), provides high-level administrative support to the VP of Global Engagement and Communications using extensive knowledge of the organization, policies, and a high level of technical skill and serves as a staff liaison to Jhpiego’s Advisory Board. This position operates with considerable independent judgment and initiative, and collaborates with various teams throughout the organization. This position requires exceptional planning, calendar management, organizational, decision making and communication skills. The EA needs to be highly resilient and adaptive to consistently changing business priorities. The EA needs to be proactive, have meticulous attention to detail and execution of all responsibilities.
Responsibilities
Executive support
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Provide executive support to the VP of GECO
- Daily calendar management – Microsoft Outlook
- Travel management – international and domestic travel schedules. Work closely with the travel agencies to schedule flights and make accommodation arrangements
- Prepare documentation for leadership meetings
Management of day-today activities
- Manages GECO staff day-to-day activities including calendar management, arranging conference calls and meetings, compiling and disseminating meeting background information and ensuring effective time management
- Establish appointment priorities and sets up appointments as appropriate
- Reviews incoming invitations to determine importance and routing
- Reviews, analyzes and culls all of incoming material and data and summarizes the content to brief the VP regarding important issues or conflicts as they arise
- Requests information and actions on behalf of the VP and ensures that these requests are fulfilled efficiently and effectively
- Composes complex correspondence requiring understanding of Jhpiego’s mission and priorities
- Manages high level relationships with internal and external global and domestic partners
- Works closely with the travel office to arrange all local, domestic and international travel, including managing travel agendas and materials, visa requests, and keeping up-to-date with Jhpiego policies for travel and business-related activities
- Prepares expense reports for P-Card reconciling expenses for Sr. GECO staff
- Manages relationships with vendors and independent contractors and assist in onboarding new vendors in SAP
- Processes contracts and payments as needed for GECO related budget
- In VP’s absence ensures that requests for action or information are relayed to appropriate staff members
- Dealing appropriately with confidential, sensitive and proprietary information Locates, assembles and prepares oral and written presentation material using multiple data sources including designing and produces articles, multimedia presentations, charts, reports, invitations, announcements, etc.
General Office Management
- Performs varied administrative duties requiring knowledge of office routines and an understanding of the organization’s programs, priorities and procedures related to the work of the office
- Makes improvements in office routines and procedures to increase effectiveness and efficiency
- Maintains an efficient and effective filing system for all contact information and correspondence
- Works closely with Finance Administrators to manage the departmental budget
- Coordinates a variety of mailings, meetings and special events.
Board Management
- Provides logistical, administrative support and staffing for Advisory Board at all virtual and in-person Advisory Board, meetings and events, including LIBM Gala and Trips with Purpose.
- In coordination with Development Team, develops annual Advisory Board and committee meeting calendar, uses established tracking calendars to help create agendas, drafts resolution documents, and maintains permanent records of all Advisory and Committee meeting materials. Proactively monitors and tracks any follow-up items to ensure timely completion.
- Tracks Advisory Board engagement and meeting attendance.
- Maintains all Board resources, including by-laws, policies, member lists, etc.
Required Qualifications
- Bachelors degree in business administration or relevant degree.
- 10 years of administrative support experience, with a minimum of three years’ experience providing support to an executive or high-level manager
- Additional related experience (i.e. experience in field for which the executive to whom this position reports to is responsible) may be considered in lieu of degree to the extent permitted by the JHU equivalency formula, in exceptional cases.
- Ability to manage multiple projects with attention to detail, communicate effectively both orally and in writing, strong problem-solving skills.
- Ability to make presentations and develop reports.
- Proficiency with Microsoft Windows and Office environment (Power Point, Word, Excel, Outlook) and standard office equipment.
- Ability to establish and maintain effective working relationships with diverse stakeholders.
- Ability to work independently and as part of a team. Ability to self-direct, set and adhere to deadlines.
- Ability to travel up to 5% of the time domestically and internationally.
The salary range for this role is expected to be: $63,095 $77,773.
Total Rewards:
The referenced salary range is based on Johns Hopkins University’s good faith belief at the time of posting. Actual compensation may vary based on factors such as geographic location, work experience, market conditions, education/training and skill level. Johns Hopkins offers a total rewards package that supports our employees' health, life, career and retirement. More information can be found here: https://hr.jhu.edu/benefits-worklife/
Please refer to the job description above to see which forms of equivalency are permitted for this position. If permitted, equivalencies will follow these guidelines:
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.
**Applicants who do not meet the posted requirements but are completing their final academic semester/quarter will be considered eligible for employment and may be asked to provide additional information confirming their academic completion date.
The successful candidate(s) for this position will be subject to a pre-employment background check. Johns Hopkins is committed to hiring individuals with a justice-involved background, consistent with applicable policies and current practice. A prior criminal history does not automatically preclude candidates from employment at Johns Hopkins University. In accordance with applicable law, the university will review, on an individual basis, the date of a candidate’s conviction, the nature of the conviction and how the conviction relates to an essential job-related qualification or function.
The Johns Hopkins University values diversity, equity and inclusion and advances these through our key strategic framework, the JHU Roadmap on Diversity and Inclusion.
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.
EEO is the Law
Learn more:
https://www.eeoc.gov/sites/default/files/migrated_files/employers/poster_screen_reader_optimized.pdf
Accommodation Information
If you are interested in applying for employment with The Johns Hopkins University and require special assistance or accommodation during any part of the pre-employment process, please contact the Talent Acquisition Office at jhurecruitment@jhu.edu. For TTY users, call via Maryland Relay or dial 711. For more information about workplace accommodations or accessibility at Johns Hopkins University, please visit accessibility.jhu.edu.
Johns Hopkins has mandated COVID-19 and influenza vaccines, as applicable. Exceptions to the COVID and flu vaccine requirements may be provided to individuals for religious beliefs or medical reasons. Requests for an exception must be submitted to the JHU vaccination registry. For additional information, applicants should visit https://covidinfo.jhu.edu/health-safety/covid-vaccination-information/.
RECRUITMENT SCAMS & FRAUD WARNING
Jhpiego has become aware of scams involving false job offers. Please be advised:
- Recruiters will never ask for a fee during any stage of the recruitment process.
- All active jobs are advertised directly on our careers page.
- Official Jhpiego emails will always arrive from a @Jhpiego.org email address.
Please report any suspicious communications to Info@jhpiego.org
#LI-TT1
Applications from non-qualifying applicants will most likely be discarded by the recruiting manager.