Job Description

The Johns Hopkins School of Medicine is seeking an Executive Specialist to Vice President/Chief of Staff to serve as a key operational and strategic partner to the Johns Hopkins Medicine Vice President/Chief of Staff within the Office of the Dean/CEO. This role provides high-level executive support while also leading coordination of administrative operations across the Office of the Dean/CEO. The position is responsible for managing complex executive priorities, driving consistency in office practices, and ensuring seamless execution of cross-functional workflows in a fast-paced, high-visibility environment.

The Executive Specialist will provide high-level dedicated support to the executive. This role will collaborate with members of the office, prioritize multiple tasks, and take a proactive approach to work on various assignments.

Specific Duties & Responsibilities

• Assume full responsibility and accountability for carrying out and completing special projects and assignments.
• Manage special projects.
• Represent the executive in appropriate circumstances within the scope of the position’s responsibility.
• Prepare meeting materials (i.e., draft agenda, collect relevant information) and staff high level meetings. Record and draft minutes. Monitor and follow-up on action items.
• May possess the highest level of authority and overall responsibility over office administrative matters in the executive’s office, including budget administration, office systems administration and operation.
• Anticipate and problem solve issues and concerns.
• Develop institutional relationships and collaborate/liaise extensively with a variety of individuals inside and outside the office on matters central to the area(s) of responsibility.
• Exercise discretion and independent judgment over their work.
• Other duties as assigned.

In addition to the duties described above

• Manage a highly complex and dynamic calendar for the Vice President/Chief of Staff. Coordinate across senior leaders, internal teams, and external stakeholders.
• Provide dedicated, high-level administrative and operational support to the Chief of Staff. Coordinate and staff executive-level meetings, including agenda development, materials preparation, logistics, minutes, and follow-up tracking.
• Coordinate and align the administrative team supporting the Chief of Staff, serving as a central point of coordination for administrative operations.
• Oversee staff meeting logistics, communication workflows, and administrative planning.
• Manage office coverage protocols to ensure seamless operations.
• Establish and implement standardized administrative practices across the executive office.
• Oversee day-to-day administrative and operational functions of the executive office, including conference room coordination, facilities and maintenance requests, event logistics, office services (mail, phones, guest coordination), and procurement activities such as invoice processing and reconciliation.
• Serve as a primary liaison between the Dean/CEO Office and core administrative functions (e.g., HR, Finance, IT, Facilities, Communications, Procurement).
• Track and support execution of projects and strategic initiatives, monitoring timelines, deliverables, and action items. Identify and implement process improvements to enhance administrative workflows, including onboarding, calendaring, and executive support practices.
• Draft, edit, and coordinate executive communications, correspondence, reports, and briefing materials. Engage regularly with senior leaders and stakeholders on matters critical to the Office of the Dean/CEO, exercising a high level of discretion and professionalism.
• Willingness to work flexible hours occasionally to support executive priorities and time-sensitive initiatives.

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 beyond a high school diploma/graduation equivalent, to the extent permitted by the JHU equivalency formula.

Preferred Qualifications

• Seven or more years of progressively responsible administrative experience supporting senior leadership.
• Experience in an academic medical center, higher education, or similarly complex organization.
• Experience coordinating administrative teams or overseeing office operations.
• Proficiency with SAP, Concur, Zoom, and Microsoft Teams.

Technical Qualifications & Specialized Certifications

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

Technical Skills & Expected Level of Proficiency

• Confidentiality and Discretion - Advanced
• Interpersonal Skills - Advanced
• Meeting Coordination - Advanced
• Office Procedures-Authority
• Operational Oversight - Advanced
• Oral and Written Communications - Advanced
• Organizational Skills - Advanced
• Project Management - Advanced
• Resource Management - Advanced
• Workflow Management - Authority

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

Classified Title: Executive Specialist
Job Posting Title (Working Title): Executive Specialist to Vice President/Chief of Staff (SOM - Office of the Dean/CEO)
Role/Level/Range: ATP/03/PD
Starting Salary Range: $62,900 - $110,100 Annually (Commensurate w/exp.)
Employee group: Full Time
Schedule: Mon-Fri, 8.30am-5.00pm
FLSA Status: Exempt
Location: School of Medicine Campus
Department name: SOM Admin Exec Off Gen Administration
Personnel area: School of Medicine