Executive Specialist (Hopkins Bloomberg Center)

Affiliated Office Address

Washington, DC, United States

Requisition ID

121951

Date Created

July 28, 2026

Job Family

Administrative Services

Job Subfamily

General Admin Suppt

Job Function

Administrative Management

Exempt Status

Exempt

Shift Type

Full Time

Schedule

Monday-Friday, 8:30 AM - 5:00 PM

Worksite

01-DC:District of Columbia

Work Modality

Hybrid: On-site 60-89% of hours worked (Ex: 3-4 out of 5 days/week)

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

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.