Executive Specialist to Vice President/Chief of Staff (SOM - Office of the Dean/CEO)

Affiliated Office Address Baltimore, MD, United States Requisition

ID 121579

Date Created June 16, 2026 Job Family Administrative Services Job Subfamily General Admin Suppt Job Function Administrative Management Exempt Status Exempt Shift Type Full Time Schedule Mon-Fri, 8.30am-5.00pm Worksite 04-

MD:

School of Medicine Campus Work Modality On-site:

90-100% of hours worked on-site 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 Total Rewards The referenced base salary range represents the low and high end of Johns Hopkins University's salary range for this position. Not all candidates will be eligible for the upper end of the salary range. Exact salary will ultimately depend on multiple factors, which may include the successful candidate's geographic location, skills, work experience, market conditions, education/training and other qualifications. Johns Hopkins offers a total rewards package that supports our employees' health, life, career and retirement. More information can be found here: https://hr.jhu.edu/benefits-worklife/. Education and Experience Equivalency Please refer to the job description above to see which forms of equivalency are permitted for this position. If permitted, equivalencies will follow these guidelines:

JHU Equivalency Formula:

30 undergraduate degree credits (semester hours) or 18 graduate degree credits may substitute for one year of experience. Additional related experience may substitute for required education on the same basis. For jobs where equivalency is permitted, up to two years of non-related college course work may be applied towards the total minimum education/experience required for the respective job. Applicants Completing Studies Applicants who do not meet the posted requirements but are completing their final academic semester/quarter will be considered eligible for employment and may be asked to provide additional information confirming their academic completion date. Background Checks The successful candidate(s) for this position will be subject to a pre-employment background check. Johns Hopkins is committed to hiring individuals with a justice-involved background, consistent with applicable policies and current practice. A prior criminal history does not automatically preclude candidates from employment at Johns Hopkins University. In accordance with applicable law, the university will review, on an individual basis, the date of a candidate's conviction, the nature of the conviction and how the conviction relates to an essential job-related qualification or function. Diversity and Inclusion The Johns Hopkins University values diversity, equity and inclusion and advances these through our key strategic framework, the JHU Roadmap on Diversity and Inclusion. Equal Opportunity Employer All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or status as a protected veteran.

EEO is the Law https:

//www.eeoc.gov/sites/default/files/2023-06/22-088_EEOC_KnowYourRights6.12ScreenRdr.pdf Accommodation Information If you are interested in applying for employment with The Johns Hopkins University and require special assistance or accommodation during any part of the pre-employment process, please contact the Talent Acquisition Office at jhurecruitment@jhu.edu. For TTY users, call via Maryland Relay or dial 711. For more information about workplace accommodations or accessibility at Johns Hopkins University, please visit: https://accessibility.jhu.edu/. Vaccine Requirements Johns Hopkins University requires all faculty, staff, and students to receive the seasonal flu vaccine. Exceptions to the flu vaccine requirements may be provided to individuals for religious beliefs or medical reasons. Requests for an exception must be submitted to the JHU vaccination registry. The following additional provisions may apply, depending upon campus. Your recruiter will advise accordingly. The pre-employment physical for positions in clinical areas, laboratories, working with research subjects, or involving community contact requires documentation of immune status against Rubella (German measles), Rubeola (Measles), Mumps, Varicella (chickenpox), Hepatitis B and documentation of having received the Tdap (Tetanus, diphtheria, pertussis) vaccination. This may include documentation of having two (2) MMR vaccines; two (2) Varicella vaccines; or antibody status to these diseases from laboratory testing. Blood tests for immunities to these diseases are ordinarily included in the pre-employment physical exam except for those employees who provide results of blood tests or immunization documentation from their own health care providers. Any vaccinations required for these diseases will be given at no cost in our Occupational Health office.