Insight Global is looking for a Administrative Assistant to support the Chief of Staff at a University out of Baltimore, MD. The primary responsibilities of this important and highly visible role will be to oversee and coordinate administrative work and provide project support for the Chief of Staff/Senior Advisor. This person must be professional, autonomous, proactive, organized, and possess significant project management experience.
Responsibilities:
* Daily calendar management for the Chief of Staff/Senior Advisor. This decision-making process is performed daily and requires flexibility and an understanding of the CoS's work and shifting priorities.
* Facilitate in-person, hybrid, and virtual meetings. Participate in conference calls.
* Anticipate needs by prioritizing incoming work to ensure timely and effective resolution and following up with deadlines, drafts, reminders. Demonstrates responsiveness, critical thinking, and sound judgement. Proactively resolve issues that may affect the CoS and the leadership team.
* Prepare the CoS for important meetings, presentations, and discussions by assembling pertinent materials for daily meetings. Prepare reports and briefings as necessary.
* Manage a complex calendar including responding to meeting and call requests in a timely manner, ensuring ample time for travel between meeting locations/campuses, resolving meeting conflicts at least one week in advance of meetings, and sending meeting reminders and confirmations. Meetings and calls often include multiple participants and may require urgent or immediate turnaround.
* Staff and track various projects and meetings by ensuring all event/meeting logistics, such as reserving event/meeting locations, securing AV support, and ordering catering. The administrative specialist will also send agendas and other meetings in advance of the meeting, confirm attendance, take minutes, and assume responsibility for monitoring all aspects of projects to completion.
* Organize, prioritize, and track the developmental progress of assigned projects to ensure that project requirements and other project goals are met.
* Maintain all files and data entry for assigned projects.
* Support administrative workflows as needed to optimize daily operations of the administrative staff within the Office of the Dean/CEO, while promoting a culture of efficiency, communication and teamwork
* Facilitate communication with key stakeholders on collaborative projects, meetings and events.
* Serve as a search coordinator for Dean's office searches.
* Manage communications including formatting correspondence and preparing first drafts of announcements, letters and memos. Also, assist in the creation of reports, proposals, graphs, slides, articles and oral presentations by researching and compiling information, editing for content, quality and style, and finalizing documents.
* Manage all domestic and international travel arrangements and itineraries including securing visas when required and air, train, shuttle/rental car, and hotel accommodations. Monitor, track, and report all expenditures per JHU and departmental policies. Process and submit travel reimbursements, online payments, purchase orders, non-employee expense reimbursements, and manage travel card expenses in a timely fashion.
* Assist in maintaining CoS's activities with external organizations Responsible for answering questions, providing guidance, and disseminating information as directed by the CoS
* Provide administrative support for other members of the Office of the Dean/CEO on an ad hoc basis.
* Foster institutional and external relationships. Collaborate and liaise extensively with a variety of individuals on matters critical to the Office of the Dean/CEO.
* Other tasks and special projects as assigned.
We are a company committed to creating diverse and inclusive environments where people can bring their full, authentic selves to work every day. We are an equal opportunity/affirmative action employer that believes everyone matters. Qualified candidates will receive consideration for employment regardless of their race, color, ethnicity, religion, sex (including pregnancy), sexual orientation, gender identity and expression, marital status, national origin, ancestry, genetic factors, age, disability, protected veteran status, military or uniformed service member status, or any other status or characteristic protected by applicable laws, regulations, and ordinances. If you need assistance and/or a reasonable accommodation due to a disability during the application or recruiting process, please send a request to
HR@insightglobal.com.
To learn more about how we collect, keep, and process your private information, please review Insight Global's Workforce Privacy Policy:
https://insightglobal.com/workforce-privacy-policy/ .
Benefit packages for this role will start on the 31st day of employment and include medical, dental, and vision insurance, as well as HSA, FSA, and DCFSA account options, and 401k retirement account access with employer matching. Employees in this role are also entitled to paid sick leave and/or other paid time off as provided by applicable law.