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Development and Alumni Relations (DAR) supports Johns Hopkins’ focus on research, teaching, and patient care, and its role as a national and global leader in higher education. We create and foster enduring relationships that result in advocacy and philanthropic support for Johns Hopkins University & Medicine—strengthening the institution through partnerships with donors, alumni, volunteer leaders, faculty, students, staff, and patients.

Johns Hopkins University supports a flexible work model that includes four different work modalities. This role has a hybrid work arrangement with an onsite presence of 4 days per week. The manager will confirm the team’s core onsite days where the majority/all team members will work in the office. Employees who travel on university business can count those days towards their onsite days.

We are thrilled to announce an exciting opportunity for a seasoned administrative professional to join our team as the Executive Specialist supporting the Vice President of Development and Alumni Relations at Johns Hopkins University. This pivotal role will be instrumental in achieving our ambitious goals by providing high-level project support to our Vice President. The ideal candidate will possess exceptional organizational and project management skills, and the ability to manage complex projects with professionalism and efficiency. If you are passionate about this field, thrive in a dynamic environment, and are eager to contribute to our mission of supporting Johns Hopkins’ focus on research, teaching, patient care, and its role as a leader in higher education, we invite you to explore this opportunity with us.

Reporting to the Vice President for Development and Alumni Relations, the Executive Specialist serves in a highly public role within the organization and works closely with other leaders to organize the mission-driven goals, objectives, and initiatives for the organization comprised of more than 500 staff. This role requires considerable judgment, tact, creativity, and initiative; an unwavering commitment to service; a positive outlook; and a high level of confidentiality. The Executive Specialist represents the Vice President to a variety of internal and external constituencies and will provide day-to-day supervision of the Sr. Administrative Coordinator who provides administrative support to the Vice President.

The successful candidate will demonstrate independence in their work, and the ability to prioritize effectively and anticipate the needs of the Vice President. This position requires exceptional organizational, planning, writing, and interpersonal skills, along with a keen interest in the institution, its mission, and its people.

Key responsibilities:

• Prepare the Vice President for a variety of meetings and presentations by researching and gathering information to prepare briefings, create reports and presentations, develop agendas, and provide and follow up on action items.

• Plan and organize high-level meetings and events, some of which may include managing logistics, invitations, and follow-up.

• Staff meetings with the Vice President and her direct reports by preparing agendas and communicating and tracking follow-on actions.

• Schedule quarterly webinars for the DAR workforce (550 staff), invite and liaise with speakers, and provide briefings when necessary.

• Plan, execute, and monitor special projects such as the DAR values initiative. Convene a kick-off meeting of workgroup participants, track meeting outcomes, create a timeline for the project’s completion, communicate with workgroup participants, and assemble and deliver the final project on time and within budget. Communicate with the VP when issues arise and recommend solutions.

• Obtain a thorough understanding of DAR’s CRM (JHAS) to lead the effort to create an executive dashboard that will provide insight into fundraising data and trends. Work closely with staff in the Office of Advancement Services, and data analyst to gather and organize data.

• Work closely with the Vice President and Talent Management and Human Resources team to schedule the semi-annual Manager Community gatherings and Divisional Representative meetings. Identify meeting location or modality, set agenda, extend invitations to speakers, take minutes and ensure follow-up on any pending items.

• Schedule, attend, and manage any follow-up for the DAR Leadership team meetings. Maintain, track, and schedule agenda items and presenters. Inform speakers of discussion timings, and follow up on the next steps.

• Craft correspondence and internal communications on behalf of the Vice President with an understanding of her voice.

• Create PowerPoint presentations and other presentation materials as needed for the Vice President, inclusive of rough drafts of talking points.

• Manage the work of the Sr. Administrative Coordinator who will be directly responsible for the management of the Vice President’s calendar, travel, and use of the CRM (JHAS). Ensure the VP is prepared for meetings, and has the most up-to-date information regarding meeting purposes, agendas, and any preparatory materials.

• Triage and manage information flow and priorities by flagging important action items and timelines and prioritizing and facilitating decision points.

• Work closely with the President and Provost’s offices on meetings involving the Sr. Vice President or Vice President for Development and Alumni Relations. For example, manage the Vice President’s quarterly Provost’s meeting that requires, managing logistics, gathering information from the Associate Deans, preparing a report, and agenda.

• Conduct research and provide insights on various business issues. Analyze data and trends to support the Vice President’s decision-making.

• Handle sensitive and confidential information with the utmost discretion. Ensure executive matters and communications remain confidential.

Minimum Qualifications

• Bachelor's degree.

• Five years' experience in support of academic, business, research and/or development activities and operations, providing high level administrative oversight, coordination, and advice.

• Additional related experience (i.e. experience in field for which the executive to whom this position reports to is responsible) may be considered in lieu of degree to the extent permitted by the JHU equivalency formula, in exceptional cases.

Preferred Qualifications

• Superior writing and editing skills, including the ability to draft original materials.

• High-level proficiency using Microsoft Office Suite and the ability to quickly learn new software.

• Must possess exceptional organizational skills with a high-level attention to detail.

• Experience managing projects from inception to completion.

• Ability to make independent decisions using careful judgment and action to determine priorities.

• Must possess strong interpersonal and customer service skills.

• Must be adept at time management and prioritization.

Classified Title: Executive Specialist

Job Posting Title (Working Title): Executive Specialist

Role/Level/Range: ATP/03/PD

Starting Salary Range: Minimum: $62,899 - Maximum: $110,100 (targeted salary: $85,000; commensurate with experience)

Employee group: Full Time

Schedule: Monday-Friday, 8:30am-5:00pm

Exempt Status: Exempt

Location: Mount Washington Campus

Department name: 10001645-VP Development & Alumni Relations

Personnel area: University Administration

Equal Opportunity Employer:

Johns Hopkins University is an equal opportunity employer and does not discriminate on the basis of race, color, gender, religion, age, sexual orientation, national or ethnic origin, disability, marital status, veteran status, or any other occupationally irrelevant criteria. The university promotes affirmative action for minorities, women, disabled persons, and veterans.