Sr. Administrative Coordinator, Office of the President (President's Office)

Senior Administrative Coordinator

The Office of the President, a fast paced, exciting work environment, is seeking candidates for the position of Senior Administrative Coordinator to assist the Executive Vice President, Chief of Staff (EVP). The Senior Administrative Coordinator will work with the EVP's team and be responsible for a wide range of administrative duties. Successful completion of work assignments involves a high level of judgment, tact, creativity, initiative, and attention to detail, as well as an appreciation for tight deadlines, an unwavering commitment to organization, a positive attitude, and a high level of confidentiality.

Primary Responsibilities and Duties

• Manage daily calendar of the EVP by scheduling internal and external meetings, travel and events. Work with the Executive Specialist and Deputy Chief of Staff to resolve scheduling conflicts, prioritize requests, and confirm meeting details and expectations.
• Work closely with the Executive Specialist, Deputy Chief of Staff and Executive Operations Manager on a daily basis to ensure all aspects of the EVP's day runs smoothly and efficiently.
• Adjust the schedule throughout the day as priorities shift.
• Organize meetings with high-level constituencies, as required, and gather and disseminate corresponding meeting materials, as needed.
• Prioritize and track incoming requests for approvals and items needing the EVP's attention.
• Work with other JHU leadership offices to gather materials for upcoming meetings.
• Collaborate with Presidents Office Senior Staff to ensure the EVP is prepared for all upcoming meetings.
• Ensure materials are accessible in a timely manner and kept confidential.
• Provide full support in paper and electronic document management to ensure the EVP has the materials needed for each topic and the materials are well organized, non-duplicative and easily accessible.
• Keep the EVP on schedule and abreast of changes and high-level concerns, as necessary, throughout each day.
• Be available to the EVP, Deputy Chief of Staff and Executive Specialist and other office staff during non-office hours for questions and follow up.

Special Requirements:

• Must be able to work well at a fast pace
• Must have an extremely high level of good judgment as well as problem-solving and critical thinking ability
• Excellent organizational skills and close attention to detail
• A positive attitude, flexibility, and an eagerness to collaborate with others
• An unerring sense of professionalism
• Expertise in organizing meetings, managing inbound calls, conference call setup, and coordinating phone calls with multiple remote participants
• Demonstrated ability with office desktop technology, including working with Microsoft Office Suite, including Word (word processing, letter composition, report formatting), Excel (basic data management), PowerPoint (report creation and formatting), Outlook, and Adobe Acrobat
• Excellent verbal and written communication skills
• Some evening and weekend work will be necessary
• Note: this position is NOT a hybrid role, reporting to the office fully in person, 5 days/week is required

• High school diploma or graduation equivalent
• Four years of related experience
• Additional education may substitute for required experience and additional related experience may substitute for required education permitted by the JHU equivalency formula beyond a high school diploma/graduation equivalent, to the extent permitted by the JHU equivalency formula.

• Bachelor's degree strongly preferred