Executive Administrative Specialist (VP & General Counsel Administration) Baltimore, MD, United States Posted 8 hours ago

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Executive Administrative Specialist (VP & General Counsel Administration)

Baltimore, MD, United StatesApply NowFind out how well you match with this jobAffiliated Office AddressBaltimore, MD, United StatesRequisition ID122758Date CreatedOctober 12, 2026Job FamilyAdministrative ServicesJob SubfamilyGeneral Admin SupptJob FunctionClerical/Administrative SupportExempt StatusNon-ExemptShift TypeFull TimeScheduleMonday - Friday 8:30am - 5:00pmWorksite01-MD:Homewood CampusWork ModalityOn-site: 90-100% of hours worked on-site

The Office of General Counsel, led by the Senior Vice President and General Counsel, is seeking an experienced, highly organized Executive Administrative Specialist to provide hands-on leadership and coordination for the office’s administrative operations and support team.

The Executive Administrative Specialist will supervise and work alongside a team of Administrative Coordinators responsible for executive and practice group scheduling, reception and front-office operations, meeting coordination, invoice processing, and financial administration. This position will provide day-to-day direction, coordinate workloads and coverage, establish consistent administrative practices, and ensure the OGC Executive Team and Practice Group Leads receive responsive, high-quality support.

The Executive Administrative Specialist is expected to understand and actively participate in the full range of responsibilities performed by the Administrative Coordinator team and must be prepared to step in to provide scheduling, front-office, meeting, financial, and administrative support during absences, periods of high volume, or as office needs require.

Working directly with the Chief of Staff, the Executive Administrative Specialist will help anticipate office needs, resolve administrative challenges, strengthen processes, and create consistency across administrative operations. Successful performance requires strong judgment, discretion, initiative, adaptability, leadership skills, and exceptional attention to detail.

On-Site Requirement - This position is intended to operate as a hybrid role with a significant on-site presence. Due to the position’s responsibility for team leadership, front-office operations, and real-time administrative support, the Executive Administrative Specialist is generally expected to work on-site four days per week, or approximately 75–100% of scheduled hours, based on office coverage, operational needs, and OGC priorities.

For full consideration, candidates should submit a cover letter specific to this role along with their most recent resume.

Specific Duties & Responsibilities

Team Leadership & Administrative Operations

• Supervise and work alongside Administrative Coordinators supporting the OGC Executive Team and Practice Group Leads; provide day-to-day direction, establish priorities, coordinate workloads and coverage, and promote consistent service across the office.

• Train, coach, and cross-train team members; support onboarding and performance feedback and ensure the team has the knowledge and resources necessary to perform effectively.

• Maintain working knowledge of all Administrative Coordinator responsibilities and routinely step in to provide direct coverage during absences, high-volume periods, and/or changing business needs.

• Identify opportunities to strengthen administrative processes, clarify responsibilities, improve workflow, and create greater consistency across the office.

Scheduling & Executive Support

• Oversee and actively participate in complex calendar management and scheduling for the OGC Executive Team and Practice Group Leads, including meetings, events, travel-related scheduling, and appointments.

• Resolve complex scheduling conflicts, coordinate competing priorities, and personally manage high-priority or sensitive scheduling and meeting needs when appropriate.

• Work directly with the Executive Legal Specialist to coordinate General Counsel and Deputy General Counsel priorities, anticipate executive support needs, and ensure effective day-to-day support of the office.

Reception & Front Office Operations

• Oversee front-office and reception operations and ensure appropriate coverage and a professional, responsive experience for attorneys, university leaders, outside counsel, clients, visitors, and other stakeholders.

• Provide direct front-office coverage when necessary, including welcoming and directing visitors, responding to inquiries, coordinating meetings and materials, and managing incoming administrative needs.

• Partner with attorneys, paralegals, administrative professionals, and university partners to coordinate administrative activities and maintain effective office operations.

• Develop, review, and/or recommend administrative processes and procedures to assure efficiency in general office operations.

• Assist in maintaining and updating centralized library of shared office resources.

Financial Administration

• Oversee and actively participate in invoice processing, payments, expenses, financial tracking, reconciliation, and related administrative financial activities.

• Maintain financial administrative workflows and transactions for accuracy, timeliness, appropriate documentation, and adherence to university procedures.

• Work with attorneys, paralegals, outside counsel, vendors, and university partners to obtain documentation, resolve invoice and payment matters, and support timely financial processing.

• Manage and work alongside the Administrative Coordinator Team to ensure office reimbursements, including maintaining required receipts and supporting documentation for travel, meals, membership fees, and other approved business expenses are submitted and in accordance with university policies and procedures.

• Manage office supply procurement process, including sourcing routine and general office supplies, placing orders through established requisition processes, and monitoring inventory to ensure appropriate supplies are available to support daily office operations.

Additional Responsibilities

• Assist with files, letters, and preparation of departmental reports.

• Serve as an administrative resource and escalation point for the team, independently resolving issues when appropriate and elevating matters to the Chief of Staff as necessary.

• Perform other administrative responsibilities, operational initiatives, and special projects as assigned.

Minimum Qualifications

• Bachelor's Degree.
• Five years of progressively responsible experience providing administrative support with experience working on a wide variety of special projects and special assignments.
• 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.

Preferred Qualifications

• Prior supervisory or team-lead experience, including work allocation, coaching, training, cross-training, and performance feedback.
• Experience supporting senior executives, attorneys, legal departments, higher education leadership, professional services organizations, or similarly complex organizations.
• Experience leading administrative operations supporting multiple senior leaders, teams, or functional areas.
• Experience with accounts payable, expense management, financial reconciliation, financial tracking, and enterprise financial or procurement systems.
• Demonstrated ability to anticipate organizational needs, improve administrative processes, establish effective workflows, and create consistency and accountability across a team.
• Demonstrated experience supervising, leading, training, or providing day-to-day work direction to administrative staff.
• Demonstrated experience managing complex executive calendars, coordinating competing priorities, and supporting senior-level stakeholders.
• Experience with invoice processing, payments, expenses, financial tracking, reconciliation, or related financial administration.
• Demonstrated ability to work independently, exercise sound judgment, delegate and prioritize work, resolve problems, maintain confidentiality, and follow matters through to completion.
• Strong organizational, written, verbal, interpersonal, and leadership skills.

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Classified Title: Executive Assistant 
Job Posting Title (Working Title): Executive Administrative Specialist (VP & General Counsel Administration)   
Role/Level/Range: ATO 37.5/03/OG  
Starting Salary Range: $24.85 - $43.55 HRLY (Commensurate w/exp.) 
Employee group: Full Time 
Schedule: Monday - Friday 8:30am - 5:00pm 
FLSA Status: Non-Exempt 
Location: Homewood Campus  
Department name: VP and General Counsel Administration   
Personnel area: University Administration 

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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 [email protected]. 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.

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