Executive Administrative Specialist (VP & General Counsel Administration)
Johns Hopkins University, Baltimore, MD, United States
Executive Administrative Specialist
The Office of General Counsel at Johns Hopkins University is seeking an Executive Administrative Specialist. The Executive Administrative Specialist will provide administrative support and perform general office management duties necessary in the efficient operation of an office or program. This role will work closely with office leadership and take a proactive approach to strengthening and managing the administrative functions of the office.
Among other things, the Executive Administrative Specialist will supervise administrative staff in the office and directly support attorneys with general office management, special project and meeting supporting, and financial and HR processing. The ideal candidate is an organized self-starter with strong work ethic who possess the ability to work collaboratively and cooperatively across various stakeholder groups and to navigate a dynamic environment.
Position may require work outside of normal business hours in connection with time-sensitive scheduling and other administrative requests.
Specific Duties & Responsibilities
Possess overall responsibility over office HR, facilities, and administrative matters, including managing team of administrative coordinators and providing support in fiscal and budget management.
Develop, review, and/or recommend administrative processes and procedures to assure efficiency in general office operations.
Assist in maintaining and updating centralized library of shared office resources.
Represent the office in interoffice departmental meetings concerning enterprise-wide HR updates and other appropriate circumstances within the scope of the position's responsibility.
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.
Schedule and prepare travel-related and other reimbursements as needed.
Assist with files, letters, and preparation of departmental reports.
Exercise discretion, strategic judgment, and problem-solving skills over their work.
Other duties as assigned.
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
Highly proficient with Microsoft Office programs including Outlook, Word, Excel, and PowerPoint.
Experience with budgets, including tracking and monitoring expenses as well as budget reconciliation.
Experience with SAP and processing invoices for travel and business expenses.
Familiarity with operations of a legal office and terminology of the legal industry.
The Office of General Counsel at Johns Hopkins University is seeking an Executive Administrative Specialist. The Executive Administrative Specialist will provide administrative support and perform general office management duties necessary in the efficient operation of an office or program. This role will work closely with office leadership and take a proactive approach to strengthening and managing the administrative functions of the office.
Among other things, the Executive Administrative Specialist will supervise administrative staff in the office and directly support attorneys with general office management, special project and meeting supporting, and financial and HR processing. The ideal candidate is an organized self-starter with strong work ethic who possess the ability to work collaboratively and cooperatively across various stakeholder groups and to navigate a dynamic environment.
Position may require work outside of normal business hours in connection with time-sensitive scheduling and other administrative requests.
Specific Duties & Responsibilities
Possess overall responsibility over office HR, facilities, and administrative matters, including managing team of administrative coordinators and providing support in fiscal and budget management.
Develop, review, and/or recommend administrative processes and procedures to assure efficiency in general office operations.
Assist in maintaining and updating centralized library of shared office resources.
Represent the office in interoffice departmental meetings concerning enterprise-wide HR updates and other appropriate circumstances within the scope of the position's responsibility.
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.
Schedule and prepare travel-related and other reimbursements as needed.
Assist with files, letters, and preparation of departmental reports.
Exercise discretion, strategic judgment, and problem-solving skills over their work.
Other duties as assigned.
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
Highly proficient with Microsoft Office programs including Outlook, Word, Excel, and PowerPoint.
Experience with budgets, including tracking and monitoring expenses as well as budget reconciliation.
Experience with SAP and processing invoices for travel and business expenses.
Familiarity with operations of a legal office and terminology of the legal industry.