Executive Assistant (Data Science & AI Institute)

Executive Assistant

The Whiting School of Engineering's DSAI is seeking an executive assistant who will provide high-level administrative and operational support to the Director of DSAI and assists in the daily operations of the DSAI front office. This position ensures smooth workflow, manages complex scheduling and communications, and provides administrative support across the division.

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.
• 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.