Money Fit by DRS
Executive Assistant
Money Fit by DRS, Baltimore, Maryland, United States, 21276
Job Req ID:
114812Executive AssistantWe are seeking an
Executive Assistant
(“EA”) who will serve an important and highly public role in the Office of the Executive Vice President for Finance & Administration (EVPFA), providing the highest level of administrative and scheduling support to leaders in the Office in a demanding and fast-paced environment. The EA is highly proactive and demonstrates the ability to work independently, prioritize effectively and take initiative in the anticipation of future needs of the leaders they support. The EA is highly responsive, has a strong attention to detail, superb customer service, independent thinking, and solid judgement.Administrative responsibilities include, but are not limited to:Scheduling meeting appointments, coordinating with administrative staff across the university.Managing and tracking meeting materials, developing agendas and materials as needed.Booking travel and ensuring expenses are processed by the appropriate parties.Answering phones, emails, and correspondence on behalf of the Office.The EA will serve as a back-up for other Executive Assistants and administrative staff in the Office. The EA will work with other administrative staff to ensure work is completed appropriately and in a timely manner. The EA serves an important and visible role, communicating with and supporting senior leadership and important external partners.As a member of the Office and citizen of Johns Hopkins University, the EA supports the advancement of the University’s mission, values, and goals, particularly those related to diversity, equity, and inclusion. The EA also helps to foster a supportive and welcoming environment in the Office and represents the EVPFA, the Office, and the broader Finance & Administration organization appropriately.Specific Duties and ResponsibilitiesResponsibility #1 (60%) – Manage Calendar(s)Strategically manage calendars including meetings, appointments, and special events with an understanding of priorities, deadlines, and goals.Organize and schedule meetings with stakeholders inside the Office, across the university, and external to the institution.Maintain a conflict-free calendar of meetings and appointments, ensuring efficient use of time, anticipating future schedule conflicts, and taking initiative to resolve conflicts in a timely manner.Maintain attendance lists for meetings, committee rosters, and contact sheets including appropriate administrative support staff.Arrange all aspects of travel, including airfare, hotel, rental car, and itineraries in a manner that promotes the best use of time and minimizes potential travel issues.Serve on-call capacity to schedule emergency/crisis meetings at the direction of leadership.Responsibility #2 (20%) – Manage Materials & BriefingsPrepare agendas and track topics for meetings by closely collaborating with the leadership team to gather and prioritize topics.Compile, prioritize, and maintain daily and weekend reading lists as appropriate.Prepare daily for the range of meetings and presentations and work with other staff and offices to ensure all materials and necessary information has been procured.Develop, edit, and manage agendas and materials as appropriate in a way that is professional, accurate, and succinct.Responsibility #3 (20%) – Coordinating Daily Activities for the OfficeProvide high-level administrative support to the Office on a daily basis, serving as the main line of administrative support for all of the Office’s needs.Submit expense reports and complete administrative processes required for the office.Maintain and regularly update a prioritized list of to-do items and follow-up items for leaders in the Office with an understanding of time sensitivities and relevant priorities.Keep the leaders in the Office on schedule and abreast of changes and high-level concerns, as necessary, throughout each day.Anticipate and problem-solve issues and concerns impacting leaders in the Office both independently and in partnership with other members of the Office.Train, mentor, back-up, and delegate work to other administrative staff as needed in the Office.Act as a liaison between the Office and JHU leadership, internal stakeholders, external constituents.Answer questions, provide guidance, and disseminate information with stakeholders outside the Office.Minimum QualificationsBachelor's Degree.Five years' experience in providing progressively responsible 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, to the extent permitted by the JHU equivalency formula.Preferred QualificationsExperience working in higher education, non-profit, or social sector organizations.Experience in finance, accounting, human resources, information technology, and/or general administration.Experience in a professional setting supporting a senior-level individual.Experience producing high-quality written content for executive audiences.Willingness to travel domestically to support the Office, as needed.Excellent written and oral communication skills.Significant experience with Microsoft Office products, internet searches, and database systems.Outstanding interpersonal, customer service and organizational skills.Ability to handle sensitive information with tact, professionalism, and confidentiality.Ability to manage and prioritize multiple tasks simultaneously in a dynamic, fast-paced, professional environment.Ability to learn quickly on the job, including new digital platforms and systems.Ability to work effectively both independently and as a member of a team.Ability to be flexible and composed in rapidly changing situations and to thrive in an extremely fast-paced environment.Ability to perform within severe time constraints with the highest degree of accuracy, effectiveness, and diplomacy.Excellent attention to detail.Commitment to the values of Johns Hopkins University, particularly our goals and values related to diversity, equity, and inclusion.Flexibility to work in the evenings and weekends as needed.Classified Title: Executive AssistantRole/Level/Range: ATO 37.5/03/OGStarting Salary Range: $24.25 - $42.50 HRLY (Commensurate with experience)Employee group: Full TimeSchedule: Monday - Friday 8AM-5PMExempt Status: Non-ExemptLocation: Hybrid/Homewood CampusDepartment name: EVP for Finance and Admin Off ofPersonnel area: University AdministrationTotal RewardsThe referenced base salary range represents the low and high end of Johns Hopkins University’s salary range for this position. Not all candidates will be eligible for the upper end of the salary range. Exact salary will ultimately depend on multiple factors, which may include the successful candidate's geographic location, skills, work experience, market conditions, education/training and other qualifications. 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/.Education and Experience EquivalencyPlease 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 Completing StudiesApplicants 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.Background ChecksThe 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.Diversity and InclusionThe 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 EmployerAll 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 Lawhttps://www.eeoc.gov/sites/default/files/2023-06/22-088_EEOC_KnowYourRights6.12ScreenRdr.pdfAccommodation InformationIf 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 https://accessibility.jhu.edu/.Vaccine RequirementsJohns Hopkins University strongly encourages, but no longer requires, at least one dose of the COVID-19 vaccine. The COVID-19 vaccine does not apply to positions located in the State of Florida. We still require all faculty, staff, and students to receive the seasonal flu vaccine. 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.
This change does not apply to the School of Medicine (SOM). SOM hires must be fully vaccinated with an FDA COVID-19 vaccination and provide proof of vaccination status.
For additional information, applicants for SOM positions should visit https://www.hopkinsmedicine.org/coronavirus/covid-19-vaccine/ and all other JHU applicants should visit https://covidinfo.jhu.edu/health-safety/covid-vaccination-information/.The following additional provisions may apply, depending upon campus. Your recruiter will advise accordingly.The pre-employment physical for positions in clinical areas, laboratories, working with research subjects, or involving community contact requires documentation of immune status against Rubella (German measles), Rubeola (Measles), Mumps, Varicella (chickenpox), Hepatitis B and documentation of having received the Tdap (Tetanus, diphtheria, pertussis) vaccination. This may include documentation of having two (2) MMR vaccines; two (2) Varicella vaccines; or antibody status to these diseases from laboratory testing. Blood tests for immunities to these diseases are ordinarily included in the pre-employment physical exam except for those employees who provide results of blood tests or immunization documentation from their own health care providers. Any vaccinations required for these diseases will be given at no cost in our Occupational Health office.Hybrid: On-site 3-4 days a weekApply now »Job Type: Full-timePay: $24.25 - $42.50 per hourSchedule:8 hour shiftEducation:Bachelor's (Required)Work Location: In person
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114812Executive AssistantWe are seeking an
Executive Assistant
(“EA”) who will serve an important and highly public role in the Office of the Executive Vice President for Finance & Administration (EVPFA), providing the highest level of administrative and scheduling support to leaders in the Office in a demanding and fast-paced environment. The EA is highly proactive and demonstrates the ability to work independently, prioritize effectively and take initiative in the anticipation of future needs of the leaders they support. The EA is highly responsive, has a strong attention to detail, superb customer service, independent thinking, and solid judgement.Administrative responsibilities include, but are not limited to:Scheduling meeting appointments, coordinating with administrative staff across the university.Managing and tracking meeting materials, developing agendas and materials as needed.Booking travel and ensuring expenses are processed by the appropriate parties.Answering phones, emails, and correspondence on behalf of the Office.The EA will serve as a back-up for other Executive Assistants and administrative staff in the Office. The EA will work with other administrative staff to ensure work is completed appropriately and in a timely manner. The EA serves an important and visible role, communicating with and supporting senior leadership and important external partners.As a member of the Office and citizen of Johns Hopkins University, the EA supports the advancement of the University’s mission, values, and goals, particularly those related to diversity, equity, and inclusion. The EA also helps to foster a supportive and welcoming environment in the Office and represents the EVPFA, the Office, and the broader Finance & Administration organization appropriately.Specific Duties and ResponsibilitiesResponsibility #1 (60%) – Manage Calendar(s)Strategically manage calendars including meetings, appointments, and special events with an understanding of priorities, deadlines, and goals.Organize and schedule meetings with stakeholders inside the Office, across the university, and external to the institution.Maintain a conflict-free calendar of meetings and appointments, ensuring efficient use of time, anticipating future schedule conflicts, and taking initiative to resolve conflicts in a timely manner.Maintain attendance lists for meetings, committee rosters, and contact sheets including appropriate administrative support staff.Arrange all aspects of travel, including airfare, hotel, rental car, and itineraries in a manner that promotes the best use of time and minimizes potential travel issues.Serve on-call capacity to schedule emergency/crisis meetings at the direction of leadership.Responsibility #2 (20%) – Manage Materials & BriefingsPrepare agendas and track topics for meetings by closely collaborating with the leadership team to gather and prioritize topics.Compile, prioritize, and maintain daily and weekend reading lists as appropriate.Prepare daily for the range of meetings and presentations and work with other staff and offices to ensure all materials and necessary information has been procured.Develop, edit, and manage agendas and materials as appropriate in a way that is professional, accurate, and succinct.Responsibility #3 (20%) – Coordinating Daily Activities for the OfficeProvide high-level administrative support to the Office on a daily basis, serving as the main line of administrative support for all of the Office’s needs.Submit expense reports and complete administrative processes required for the office.Maintain and regularly update a prioritized list of to-do items and follow-up items for leaders in the Office with an understanding of time sensitivities and relevant priorities.Keep the leaders in the Office on schedule and abreast of changes and high-level concerns, as necessary, throughout each day.Anticipate and problem-solve issues and concerns impacting leaders in the Office both independently and in partnership with other members of the Office.Train, mentor, back-up, and delegate work to other administrative staff as needed in the Office.Act as a liaison between the Office and JHU leadership, internal stakeholders, external constituents.Answer questions, provide guidance, and disseminate information with stakeholders outside the Office.Minimum QualificationsBachelor's Degree.Five years' experience in providing progressively responsible 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, to the extent permitted by the JHU equivalency formula.Preferred QualificationsExperience working in higher education, non-profit, or social sector organizations.Experience in finance, accounting, human resources, information technology, and/or general administration.Experience in a professional setting supporting a senior-level individual.Experience producing high-quality written content for executive audiences.Willingness to travel domestically to support the Office, as needed.Excellent written and oral communication skills.Significant experience with Microsoft Office products, internet searches, and database systems.Outstanding interpersonal, customer service and organizational skills.Ability to handle sensitive information with tact, professionalism, and confidentiality.Ability to manage and prioritize multiple tasks simultaneously in a dynamic, fast-paced, professional environment.Ability to learn quickly on the job, including new digital platforms and systems.Ability to work effectively both independently and as a member of a team.Ability to be flexible and composed in rapidly changing situations and to thrive in an extremely fast-paced environment.Ability to perform within severe time constraints with the highest degree of accuracy, effectiveness, and diplomacy.Excellent attention to detail.Commitment to the values of Johns Hopkins University, particularly our goals and values related to diversity, equity, and inclusion.Flexibility to work in the evenings and weekends as needed.Classified Title: Executive AssistantRole/Level/Range: ATO 37.5/03/OGStarting Salary Range: $24.25 - $42.50 HRLY (Commensurate with experience)Employee group: Full TimeSchedule: Monday - Friday 8AM-5PMExempt Status: Non-ExemptLocation: Hybrid/Homewood CampusDepartment name: EVP for Finance and Admin Off ofPersonnel area: University AdministrationTotal RewardsThe referenced base salary range represents the low and high end of Johns Hopkins University’s salary range for this position. Not all candidates will be eligible for the upper end of the salary range. Exact salary will ultimately depend on multiple factors, which may include the successful candidate's geographic location, skills, work experience, market conditions, education/training and other qualifications. 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/.Education and Experience EquivalencyPlease 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 Completing StudiesApplicants 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.Background ChecksThe 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.Diversity and InclusionThe 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 EmployerAll 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 Lawhttps://www.eeoc.gov/sites/default/files/2023-06/22-088_EEOC_KnowYourRights6.12ScreenRdr.pdfAccommodation InformationIf 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 https://accessibility.jhu.edu/.Vaccine RequirementsJohns Hopkins University strongly encourages, but no longer requires, at least one dose of the COVID-19 vaccine. The COVID-19 vaccine does not apply to positions located in the State of Florida. We still require all faculty, staff, and students to receive the seasonal flu vaccine. 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.
This change does not apply to the School of Medicine (SOM). SOM hires must be fully vaccinated with an FDA COVID-19 vaccination and provide proof of vaccination status.
For additional information, applicants for SOM positions should visit https://www.hopkinsmedicine.org/coronavirus/covid-19-vaccine/ and all other JHU applicants should visit https://covidinfo.jhu.edu/health-safety/covid-vaccination-information/.The following additional provisions may apply, depending upon campus. Your recruiter will advise accordingly.The pre-employment physical for positions in clinical areas, laboratories, working with research subjects, or involving community contact requires documentation of immune status against Rubella (German measles), Rubeola (Measles), Mumps, Varicella (chickenpox), Hepatitis B and documentation of having received the Tdap (Tetanus, diphtheria, pertussis) vaccination. This may include documentation of having two (2) MMR vaccines; two (2) Varicella vaccines; or antibody status to these diseases from laboratory testing. Blood tests for immunities to these diseases are ordinarily included in the pre-employment physical exam except for those employees who provide results of blood tests or immunization documentation from their own health care providers. Any vaccinations required for these diseases will be given at no cost in our Occupational Health office.Hybrid: On-site 3-4 days a weekApply now »Job Type: Full-timePay: $24.25 - $42.50 per hourSchedule:8 hour shiftEducation:Bachelor's (Required)Work Location: In person
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