Executive Assistant (Office of the Dean)

Executive Assistant

We are seeking an 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 and responsibilities include:

• 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:

• Strategic and proactive executive support.

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 meeting requests from dean and internal and external stakeholders.
• Exercises sound judgement to align meetings with strategic priorities.
• Proactively 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.

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 Department name: Office of the Dean Personnel area: School of Nursing