Executive Assistant

In the fast-paced office of the Institute for Policy Solutions (IPS) located in Washington DC, we are seeking an Executive Assistant who will report to and serve as the chief administrative support to the Executive Director. We are seeking an Executive Assistant who will exercise independent judgement, maintain a high-level of confidentiality, demonstrate initiative, balance multiple tasks, and manage many competing priorities.

This position works closely with other units within the School of Nursing. The Executive Assistant ensures smooth management of the day-to-day administrative operations and ensures that the day-to-day priorities of the Executive Director are supported. The assistant works closely with the IPS staff to facilitate the implementation of the Executive Director's priorities.

Specific Duties & Responsibilities

Scheduling

• Maintains and coordinates Executive Director 's calendar, reviews weekly calendar in advance with Executive Director and others to ensure that all necessary materials are prepared, collected, organized and as directed, reviewed well in advance for meetings.
• Coordinates complex meetings; prepares, distributes, and organized meeting materials and agendas including critical recurring meetings.
• Organizes supporting materials for meetings in OneDrive or another e-tool.

Reception

• Serves as the primary individual for greeting guests, answering phone calls, and representing the Executive Director to faculty, students, staff, and VIP's in a highly professional, positive, and gracious manner.
• As the primary liaison for IPS, serves as a primary source of information for IPS office inquiries, provides assistance to visitors and key stakeholders.

Correspondence

• Triages and manages Executive Director's Office email and other incoming and outgoing Office correspondence.
• Applies strong writing skills to draft, proofread, and edit a variety of written materials such as letters, other correspondence, and presentations with a strong attention to detail.

Administrative Support

• Supports the Executive Director in managing priorities, communicating goals, overseeing cross-functional work, and driving initiatives forward.
• Responsible for a broad range of administrative support to the IPS, including but not limited to processing invoices (JHU SAP), ordering supplies, and greeting visitors.

Record-keeping

• Maintains electronic and hard copy files for the IPS and organizes records in a manner that supports university policies on records retention.
• Maintains and updates the Executive Director's CV, bio sketches, and assists with updates to professional licensing requirements.
• Maintains records and assists with reports for the Executive Director's research grants and professional associations, as needed.
• Responsible for archiving of materials in accordance with university guidelines.

Purchasing

• Manages the day-to-day financial and administrative responsibilities of the IPS, such as authorization and submission of purchase requests.

Travel

• Coordinates IPS Executive Director's Office domestic and international travel arrangements with adherence to the University policies.
• Coordinates Executive Director's conference and presentation registration, scheduling, and logistics.
• Registers Executive Director on University's international registry.

Process Management

• Manages internal processes for team meetings, implementing tools and systems to streamline decision-making for the Executive Director, and supports the Executive Director in staying on track with execution.
• Document and maintain IPS office processes and proactively identify and suggest changes for improvement.

Special Projects

• Coordinates or work on special projects that originate from the IPS, including the IPS Training Institute.
• Works closely with IPS staff and others in ensuring strategic priorities of the Executive Director are met.
• Formats and edits PowerPoint presentations with an eye for clarity and design.

Additional Knowledge, Skills, & Abilities

• 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.
• Demonstrated experience and facility in a range of computer programs and technology tools such as MS Office (Word, Excel, PowerPoint), Zoom, Dropbox.
• Able to commute to Washington DC.

• Bachelor's Degree
• Five years of 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 beyond HS Diploma/Graduation Equivalent, to the extent permitted by the JHU equivalency formula.

• Experience working with senior- or executive-level individuals and confidential or sensitive information.

Classified Title: Executive Assistant
Role/Level/Range: ATO 37.5/03/OG
Starting Salary Range: $24.25 - $42.50 HRLY ($90,000 targeted; Commensurate w/exp.)
Employee group: Full Time
Schedule: Monday - Friday 8:30 - 5:00
FLSA Status:Non-Exempt
Location:District of Columbia
Department name: Research Administration
Personnel area: School of Nursing