Executive Assistant (Data Science & AI Institute)

Inside Higher Ed Logo
Inside Higher Ed
Baltimore, MD, United States
24.25 - 42.50 USD / Hour
  • Resource
  • FlexTime
  • FullTime
  • Applications have closed

The Executive Assistant will assist in all administrative matters and provide administrative support for day-to-day operations for an executive leader(s). The Executive Assistant supports the executive(s) on a variety and range of administrative and office functions, e.g. oral and written communications, calendars, meetings, travel arrangements and special projects as needed.

Specific Duties & Responsibilities

  • 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.
  • Represent the executive(s) in appropriate circumstances within the scope of the position’s responsibility.
  • Schedule and prepare travel-related and other reimbursements as needed.
  • Assist with files, letters, and preparation of departmental reports.
  • Other duties as assigned.

In addition to the duties described above

  • Provide direct administrative support to the Director of DSAI, including calendar management, scheduling, and document preparation.
  • Serve as the first point of contact for the Director’s office, handling correspondence and confidential information with discretion.
  • Assist the Senior Events Coordinator with event logistics, materials preparation, and scheduling.
  • Support procurement, travel reimbursements, and budget tracking for the DSAI office.
  • Help maintain office systems and communication workflows and coordinate front office operations.

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

  • Proficiency with Microsoft Office Suite (Outlook, Word, Excel, PowerPoint).
  • Experience with JHU administrative systems such as SAP, Concur, and SuccessFactors.
  • Familiarity with JHU administrative and financial systems

On-Call Or Non-Standard Work Hour Requirements

  • This position may occasionally require flexibility in hours to support early or late meetings or events.

Technical Qualifications & Specialized Certifications

  • Highly proficient with Microsoft Office programs including Outlook, Word, Excel, and PowerPoint.

Technical Skills & Expected Level Of Proficiency

  • Calendar Management – Advanced
  • Confidentiality and Discretion – Advanced
  • Interpersonal Skills – Advanced
  • Meeting Coordination – Advanced
  • Office Procedures – Advanced
  • Oral and Written Communications – Advanced
  • Organizational Skills – Advanced
  • Project Management – Intermediate
  • Travel Coordination – Advanced

The core technical skills listed are most essential; additional technical skills may be required based on specific division or department needs. Classified Title: Executive Assistant

Role/Level/Range: ATO 37.5/03/OG

Starting Salary Range: $24.25 – $42.50 HRLY (Commensurate w/exp.)

Employee group: Full Time

Schedule: M-F, 37.5 days weekly

FLSA Status: Non-Exempt

Location: Hybrid/Mount Washington Campus

Department name:DSAI Institute

Personnel area: Whiting School of Engineering

Apply for job