Executive Specialist

Maryland, United States
22 Apr 2019
End of advertisement period
22 Jun 2019
Contract Type
Full Time

Job Req ID:  15062

Executive Specialist

Scope of Responsibility:

This position is responsible for the administrative functions for the Vice President of Federal Strategy and the team, as needed. He/She knows the formal and informal departmental goals, standards, policies and procedures including familiarity of the department and other departments/entities within the university and health system and is sensitive to the interrelationship of both people and functions within the department.

Essential Job Functions:

  • Schedules appointments, gathers information and prepares materials for the Vice President in preparation for meetings and presentations with internal and external participants.
  • Drafts and/or edits a variety of written documents including but not limited to, internal and external correspondence, briefing materials and talking points for meetings and events.
  • Drafts and/or edits presentation materials including PowerPoint presentations, for the VP’s use in meetings and internal and external engagements.
  •  Is a key representative for the Vice President to a wide range of external and internal constituencies.
  • Exercises discretion and judgment in resolution of mission critical day-to-day assignments and requests.
  • Coordinates all travel arrangements for the Vice President including reservations, reimbursements, documentation and reporting. Knows university travel policies and can ensure compliance when making travel arrangements.
  • Maintains system for organizing and retrieving researched materials and prepared documents.
  • Coordinates with finance and administration staff on event sponsorships involving national organizations and events relevant to federal affairs, including staff attendance, related correspondence and other logistics.
  • This position generally requires on-site attendance that will include some early mornings and/or late night hours. However, may work in Washington, D.C. and telework appropriate.
  • Will involve weekend and evening work per standard high level executive support practice.

Decision Making:

On a regular and continuous basis, exercises administrative judgment and assumes responsibility for decisions, consequences, and results having an impact on people, costs, and/or quality of service within the functional area.
This position is responsible for making decisions consistent with a variety of established procedures as well as creating and maintaining procedures and determining work priorities to meet deadlines.

  • Exercises discretion and independent judgment over his/her own work.
  • Does not supervise others, but works closely with the federal team coordinator and other GCA support team members.


  • Bachelor's degree required.
  • 5 years experience in support of academic, business, research and/or development activities and operations, providing high level administrative oversight, coordination, and advice required.
  • Preference given to candidates with high level experience directly supporting JHU/JHM executives and/or other leadership. Knowledge of or familiarity with Congress, federal government departments or agencies and key DC policy organizations is a plus.
  • Johns Hopkins equivalency formula may be utilized for experience and education requirements. 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.

Required Skills:

  • Operates personal computer to access e-mail, electronic calendars, and other basic office support software.
  • Should be proficient in Microsoft Word, Excel, and PowerPoint and graphics packages to assemble, create reports and presentations.  
  • Knowledge of SharePoint is a plus and/or experience with dropbox.
  • Must have the ability to synthesize, analyze, and critique effectively.
  • Be a self-starter and accountable to complete tasks and drive performance with minimal oversight.
  • Creative/imaginative with excellent organizational skills.
  • A demonstrated ability to address/resolve difficult, multi-faceted problems.
  • Excellent oral and written communication skills.
  • Ability to work long and unpredictable hours under pressure and consistently meet deadlines.

Physical Requirements:

  • This position is located in an open office environment where there are limited physical discomforts due to temperature, noise dust etc. The office is “fragrance free” as a reasonable accommodation to the open space and impact on employees with severe allergies.
  • Sitting in a normal seated position for extended periods of time.
  • Reaching by extending hand(s) or arm(s) in any direction.
  • Finger dexterity required to manipulate objects with fingers rather than with whole hand(s) or arm(s), for example, using a keyboard.
  • Communication skills using the spoken word.
  • Ability to see within normal parameters.
  • Ability to hear within normal range.
  • Ability to move about.
  • This description is a general statement of required major duties and responsibilities performed on a regular and continuous basis. It does not exclude other duties as assigned.

Classified Title: Executive Specialist 
Role/Level/Range: ATP/03/PD 
Starting Salary Range: Commensurate with experience
Employee group: Full Time 
Schedule: M-F 8:30-5:00 
Exempt Status: Exempt  
Location: 29-MD:JH at Bond Street Wharf 
Department name: 10001656-Federal Relations 
Personnel area: University Administration

The successful candidate(s) for this position will be subject to a pre-employment background check.

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 HR Business Services Office at jhurecruitment@jhu.edu. For TTY users, call via Maryland Relay or dial 711.

The following additional provisions may apply depending on which campus you will work.  Your recruiter will advise accordingly.

During the Influenza ("the flu") season, as a condition of employment, The Johns Hopkins Institutions require all employees who provide ongoing services to patients or work in patient care or clinical care areas to have an annual influenza vaccination or possess an approved medical or religious exception. Failure to meet this requirement may result in termination of employment.

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.

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JH at Bond Street Wharf