Administrative Assistant, Executive Recruitment

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This is a remote position with occasional onsite requirements at the Johns Hopkins locations in Baltimore, MD.

Summary:

The Administrative Assistant - Executive Recruitment is the front face of our Executive Recruitment and the heart of our candidate service experience. This is an external & internal-facing position that requires superb organizational skills, intellect, and high levels of EQ. You are crucial to our success; we always strive to be the best at what we do, and therefore we need the best from you.

We are seeking a highly organized, detail-oriented, professional, and proactive individual to support Executive Recruitment within the Johns Hopkins Health System. This role plays a key part in ensuring the smooth execution of high-level searches for Executive leadership positions across the health system. This is a visible role within the organization.

This individual will manage a high-volume, fast-paced workload, acting as the right-hand person for Executive Recruiters, coordinating searches, managing calendars, and handling communications with candidates, and internal stakeholders, while maintaining confidentiality and discretion.

Key Responsibilities:

Provide comprehensive administrative support to the Executive Recruiters in all phases of the executive search process.

Coordinate and schedule candidate interviews, including Zoom and on-site visits, ensuring all logistics are arranged seamlessly.

Schedule and organize candidate meetings with recruiter and search leaders.

Partner closely with department assistants, hiring managers, and search participants to manage calendars and interview availability.

Prepare and distribute interview schedules, itineraries, and briefing materials for stakeholders.

Serve as the primary point of contact for candidates throughout the interview process, offering a high level of hospitality and responsiveness.

Track candidate progress and maintain accurate records in the applicant tracking system and search documentation.

Arrange logistics and expense reimbursement as needed.

Maintain clear and professional communication channels with internal and external stakeholders.

Provide detailed itineraries and ensure all logistical aspects are handled efficiently. Prepare and distribute communications: Draft, edit, and proofread correspondence, schedules, and related documents. Disseminate information to relevant parties in a timely manner.

Maintain confidentiality of candidate and search-related information at all times.

Perform other administrative duties as assigned to support the success of the executive recruitment function.

Skills:

Excellent written and verbal communication skills.

Proficiency with technology and comfort in learning new systems is a plus.

Strong attention to detail and ability to manage multiple priorities with a high degree of accuracy.

Proficient in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint) and Zoom.

Experience with scheduling across multiple time zones and coordinating with senior-level stakeholders.

Familiarity with applicant tracking systems (ATS) is a plus.

Professional demeanor and strong interpersonal skills.

Ability to handle sensitive and confidential information with discretion and integrity.

Prioritize, be proactive, think ahead, anticipate problems, and provide solutions.

Confident in making nuanced judgments, prioritizing time and effort

An innate sense of urgency in everything you do

Acute attention to detail ensures work is produced accurately and of the highest possible standard.

Excellent time management skills; able to manage conflicting priorities and unforeseen change Thrives in a fast-paced environment; has high levels of energy, tenacity, and focus.

Intuitive; able to assess a situation and take initiative but also not be afraid to ask for help when required

Completer Finisher; always follow up and be accountable

Possess integrity and able to be discreet, trustworthy, and completely reliable

Education:

Requires a minimum of an Associate's degree. One year of relevant education may be substituted for one year of required work experience or one year of relevant professional-level work experience may be substituted for one year of required education.

Work Experience:

Minimum of two years of progressively responsible related HR experience.

Salary Range: Minimum $22/hour - Maximum $36.32/hour. Compensation will be commensurate with equity and experience for roles of similar scope and responsibility.

JHM prioritizes the health and well-being of every employee. Come be healthy at Hopkins!

Diversity and Inclusion are Johns Hopkins Medicine Core Values. We are committed to creating a welcoming and inclusive environment, where we embrace and celebrate our differences, where all employees feel valued, contribute to our mission of serving the community, and engage in equitable healthcare delivery and workforce practices.

Johns Hopkins Health System and its affiliates are drug-free workplace employers.