Executive Assistant (Data Science & AI Institute) - #Staff

Position Overview

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 assist in the daily operations of the DSAI front office. This role ensures smooth workflow, manages complex scheduling and communications, and provides comprehensive administrative support across the division. The Executive Assistant will support executive leadership on a range of office functions including oral and written communications, calendar management, meeting coordination, travel arrangements, and special projects.

Salary: $24.25 - $42.50 HRLY (Commensurate w/exp.)
Location: Hybrid/Mount Washington Campus
Schedule: M-F, 37.5 days weekly
Education: Bachelor’s Degree
Experience Required: Five years of progressively responsible administrative support experience

Key Responsibilities:

• Coordinate calendars and arrange meetings and events.
• Prepare meeting summaries and confidential reports for executive management; record and draft minutes and monitor follow-up on action items.
• Organize committees and meetings on behalf of the executive(s).
• Assume full responsibility for executing special projects and assignments.
• Work closely with high-level staff, officers, and special guests.
• Represent the executive(s) appropriately within the scope of the position’s responsibility.
• Schedule and prepare travel-related arrangements and reimbursements as needed.
• Assist with files, letters, and the preparation of departmental reports.
• 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, communication workflows, and coordinate front office operations.
• Perform other duties as assigned.

Required Qualifications:

• Bachelor’s Degree.
• Five years of progressively responsible experience providing administrative support, including managing a variety of special projects and assignments.
• Additional education may substitute for required experience, and additional experience may substitute for required education beyond a high school diploma/graduation equivalent, per 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.