Job Description

We are seeking an Executive Specialist who will support the Vice President of Federal Strategy/Executive Director of the Hopkins Bloomberg Center (VP/ED) and the Chief of Staff (COS) to the VP/ED at the Johns Hopkins University Bloomberg Center (HBC) in Washington, DC. TheExecutive Specialist is a critical role in the leadership office for the HBC, working closely with the VP/ED, COS and others on the leadership team to ensure timely and effective discharge of responsibilities and institutional priorities. This person will also collaborate closely with colleagues in the Office of Federal Strategy to support the VP/ED and COS in their work managing both the Federal Strategy and HBC functions, helping to ensure an efficient, unified approach across both teams.

Responsibilities include coordinating and facilitating the accomplishment of mission-driven goals, objectives, strategic and tactical initiatives, and working as a shared resource supporting the VP/ED and COS across two distinct portfolios that deliver high-output and high-impact work in a fast-paced environment. This role requires excellent communication skills; considerable judgment, tact, creativity, and initiative; an attention to detail and ability to create and maintain organizational structures and processes within tight deadlines; an unwavering commitment to service; a positive outlook; and the commitment to manage sensitive information with a high-level of discretion and confidentiality.

The successful candidate will demonstrate an ability to work independently, prioritize and reprioritize effectively, and anticipate the needs of the VP/ED and COS. This position requires exceptional organizational, planning, writing, and interpersonal skills, along with a deep curiosity about key external stakeholders and commitment to developing collaborative peer relationships with administrative support staff and senior leaders throughout the institution. The Executive Specialist may manage other HBC administrative staff and interns and will help orient new HBC staff to the organization. Ideal candidates will also have an interest in and understanding of federal government processes and entities.

Specific Duties and Responsibilities

Direct Support for the VP/ED and COS

• Provide comprehensive administrative support to VP/ED and COS, including strategic and conflict-free calendar management, with consideration of deadlines, goals, and strategic initiatives, an ability to effectively and diplomatically triage competing internal and external requests, and set or coordinate high-level meetings with other internal and external principals.
• Triage and manage information flow and priorities by identifying important items, flagging time-sensitive issues, and facilitating decision-making.
• Coordinate meetings and calls, prepare and distribute agendas. Attend meetings and track deliverables in coordination with the Federal Strategy and HBC leadership teams (including Operations, as needed).
• Work with internal and external colleagues to prepare materials for a range of meetings and discussions, including briefings, agendas and other materials to ensure topics are ready for discussion. Ensure VP/ED and COS are fully prepared for internal and external meetings.
• Provide comprehensive support to the VP/ED’s role as Board of Trustees co-secretary on the Committee on External Affairs and Community Engagement, including scheduling Committee prep meetings, inviting and coordinating with guest speakers, drafting and submitting Committee materials (reports and decks), minute-taking, and development of annotated agendas and executive summaries ensuring accuracy, discretion, and alignment with the Board Office expectations.
• Coordinate, process and reconcile expense reporting in a timely fashion; arrange travel; process and coordinate purchases and invoices; ensure compliance with university finance and procurement standards and rules. Coordinate with HBC finance staff as needed.
• Provide HBC event support and onsite staffing to VP-level and above engagements, both internal and external to the university, and coordinate HBC staffing support as needed.
• Prepare first drafts of announcements, correspondence, presentation decks, memos and emails.
• Ability to effectively communicate and coordinate with Congressional offices, key Executive Branch officials and staff, and other important external audiences (e.g., think tanks, support agencies, trade associations, etc.).
• Manage special projects as needed.

HBC Administrative Functions

• May serve as supervisor for HBC programming administrative support staff, providing guidance, coordination, and oversight.
• Share best practices for VP and senior staff support, communication, and task prioritization.
• Coordinate administrative support for the VP/ED and COS direct reports on HBC programming team, ensuring in-office coverage and availability of supplies or resources while promoting professionalism, accountability, and consistent service standards.
• Work closely with administrative support staff for HBC Operations and the Office of Federal Strategy to promote consistency, efficiency, and high standards of service across HBC administrative support staff.
• Support team meetings and team-building events (including retreats, celebratory events and other engagements); create agendas, document meeting minutes, and track deliverables as needed. Partner with COS to monitor progress and ensure timely accurate execution.
• Recommend and implement operational processes and workflows to support efficient, consistent adoption of practices across HBC teams and, as applicable, Federal Strategy.
• Support non-HR onboarding and orientation of VP/ED and COS direct reports and their staff.
• Disseminate information, field questions, and provide guidance about HBC and Federal Strategy activities or needs to university colleagues and key external audiences.
• Use scheduling program (e.g., 25Live) to provide visibility into room assignments and availability; coordinate or secure use of rooms and spaces within HBC for visitors and, as needed, special events; coordinate and manage high-touch visits for VIP guests.
• Manage HBC SharePoint, listserv and distribution group membership, in coordination with HBC Operations.

Minimum Qualifications

• Bachelor's Degree.
• Five years of experience providing support for academic, business, research, and/or development activities and operations, including providing administrative oversight.
• Additional education may substitute for required experience, and additional related experience may substitute for required education, permitted by the JHU equivalency formula beyond a high school diploma/graduation equivalent, to the extent permitted by the JHU equivalency formula, in exceptional cases.

Preferred Qualifications

• Excellent written and verbal communication skills.

• Excellent judgement.

• High level of discretion for confidential information.

• Extraordinary attention to detail.

• Project management experience.

• Demonstrated ability to manage multiple and/or competing priorities with flexibility and initiative.

• Capacity for and foresight in managing ahead; highly proactive.

• Team player committed to responsiveness, partnership and service.

• Some evening and weekend work required.

Classified Title: Executive Specialist
Role/Level/Range: ATP/03/PD
Starting Salary Range: $64,470 - $112,850 Annually (Commensurate w/exp.)
Employee group: Full Time
Schedule: Monday-Friday, 8:30 AM - 5:00 PM
FLSA Status: Exempt
Location: Hybrid/District of Columbia
Department name: 555 Penn
Personnel area: University Administration