Executive Assistant (Epidemiology)

We are seeking an Executive Assistant to provide comprehensive administrative support for executive leader(s), handling day-to-day operations and serving as the primary point of contact for the Chair’s Office. This role requires exceptional organizational, communication, and discretionary skills to manage multiple priorities in a fast-paced academic environment. The position is fully in-person, reporting to the office 5 days per week.

Responsibilities

• Coordinate calendars, arrange meetings, and organize events.
• Prepare meeting summaries, confidential reports, and draft minutes for executive management on sensitive and complex issues; monitor and follow up on action items.
• Organize committees and meetings on behalf of the executive(s).
• Assume full responsibility for special projects and assignments, ensuring timely completion.
• Work closely with high-level staff, officers, and special guests; represent the executive(s) in appropriate circumstances.
• Schedule and prepare travel-related and other reimbursements as needed.
• Assist with files, letters, and preparation of departmental reports.
• Lead the planning and coordination of Chair’s Office events, including faculty meetings, retreats, seminars, lectures, receptions, celebrations, and high-profile guest visits. Responsibilities include venue coordination, catering, logistics, agenda preparation, communications, materials preparation, on-site support, and post-event follow-up.
• Manage and triage the Chair’s Office email account, exercising independent judgment in responding to inquiries, prioritizing urgent matters, and ensuring timely follow-up.
• Prepare, proofread, edit, and format correspondence, reports, presentations, and other documents with high accuracy and professionalism.
• Manage procurement card (P-card) transactions and reconciliation, including tracking expenses, maintaining documentation, ensuring policy compliance, and coordinating reimbursements.
• Maintain departmental and executive files, records, and administrative documentation in an organized and confidential manner.
• Perform other duties as assigned.

Requirements

• Bachelor’s Degree.
• Five years of progressively responsible experience providing administrative support, including experience working on special projects and assignments.
• Additional education may substitute for required experience, and additional related experience may substitute for required education, as permitted by the JHU equivalency formula.

Preferred Qualifications

• Strong interpersonal skills.
• Excellent written and verbal communication skills.
• Strong organizational and event coordination skills.

Skills

• Highly proficient with Microsoft Office programs including Outlook, Word, Excel, and PowerPoint.
• Advanced calendar management, confidentiality and discretion, interpersonal skills, meeting coordination, office procedures, oral and written communications, organizational skills, and travel coordination.
• Intermediate project management.

Pay

Starting salary range: $24.85 - $43.55 hourly (commensurate with experience).

Schedule

Monday to Friday, 8:30 AM – 5:00 PM.