View Jobs in All Categories:

Job Description

The Air and Missile Defense Sector (AMDS) of the Johns Hopkins University Applied Physics Laboratory is seeking an Executive Administrative Assistant to provide a wide variety of high-level dedicated administrative / support services to the Managing Executive and Mission Area Executive.

As an Executive Administrative Assistant, you will...



1. Provide executive-level administrative support for two members of the Executive Leadership Team and a small team of staff. Provide comprehensive calendar management in an executive environment, including all aspects of scheduling, prioritization, organization and meeting coordination. Manage the flow of people and information through the Managing Executive and Mission Area Exectuive (ME/MAE) Office and maintain staff contact lists and the scheduling of Lab and Sector-level planning activities and data calls. Prepare draft correspondence and other documentation. Responsible for the review / edit / format / adherence to security guidance for this documentation. Must ensure that the Executives are prepared with all materials and information for meetings, events and travel. Collaborate with other Executive Assistants that serve the members of the Executive Leadership Team. Facilitate, monitor and maintain administrative cognizance over a variety of Sector operations functions. Assist in the preparation of status briefings and presentations for Sector and Mission Area management distribution. Interfaces and effectively partners with both Sector and lab-wide staff in support of data calls and other ad-hoc requirements.

2. Lead and/or participate in efforts as needed on special projects and drive process changes to solve complex administrative challenges for the members of the Executive Leadership Team and concerns and issues brought forward from the Sector administrative staff. Bring best practices from the administrative field to bear on these challenges. Examples may include: reengineering Sector or Mission Area administrative processes, addressing issues with enterprise Sector processes, coordinating special security administrative needs resolving procurement or credit card issues improving communications training and development, career development or on-boarding programs for AMDS administrative staff. Provide a bridge for smooth communication between the ME/MAE office and internal organizations.

3. Directly interface and liaison with government sponsors and their administrative staff, APL Management, AMDS leadership teams and lab-wide staff. Receive / action requests as appropriate, and provide follow-up assistance as needed. Receive information from diverse sources and organize it into official correspondence such as letters of justification, sponsor letters, status reports, nomination letters, certifications, and Sector memos.

4. Plan / arrange/coordinate formal meetings and conferences involving external guests. This includes responsibility for all logistics pertaining to conference room reservations, refreshments, security clearances, lodging for multi-day and/or offsite meetings, and other services as needed. May also be called upon to provide assistance to other AMD support staff as needed.

5. Be an authority regarding Laboratory and Sector practices and procedures. Develop and maintain specific expertise in charging guidance, timekeeping practices, discretionary and overhead spending, travel expense reimbursement, and rules for business meals and related expenses. Access, maintain and distribute a wide variety of operational, financial, and staff-related data, including, but not limited to reports, presentations, letters, and memos.

You will meet our requirements if you have...

• A High School education. Minimum of 7 years of administrative/office experience with increasing responsibility or 5 years of responsibility with an Associate's degree and exceptional accomplishments in administration.
• Recent experience (2+ years) successfully supporting executives within a professional organization.
• A high-performer with extensive knowledge of administrative processes and executive-level support and proven ability to work independently with consultative direction only.
• Demonstrated ability in leading and/or participating in efforts to drive process changes within an organization. Forward-looking thinker, who actively seeks opportunities to make improvements and proposes solutions.
• Excellent organization, time-management, communication (oral and written), and interpersonal skills a strong and demonstrated ability to interface effectively with all levels of management, internal staff, and high-level external government customers.
• Exercises good judgment and the ability to manage multiple priorities and execute/balance a diverse workload with competing deadlines and levels of importance in a fast-paced environment. Strong commitment to detail, follow-up, and follow-through.
• Willingness and interest in continuing to grow/develop new skills as the job demands.
• Ability to handle sensitive personnel information and organizational data with a high degree of professional maturity strict confidentiality is a must and a mandatory expectation with no margin for error in this particular area.
• Strong initiative and bias for action in addressing administrative challenges.
• Demonstrated ability to independently and collaboratively identify and resolve complex administrative issues via internal or external resources.
• Strong sense of urgency, adaptability, flexibility, and resourcefulness.
• Strong proofreading/editing and file management skills. Highly proficient in MS Office Suite. Ability to create and edit EXCEL spreadsheets and extract/analyze information.
• Can demonstrate that you are fully vaccinated against COVID-19. To ensure the safety and well-being of the community, APL has established a policy requiring that all staff be vaccinated against COVID-19. All staff members must provide proof of full vaccination or have an approved medical or religious accommodation by their start date.
• Are able to obtain a Secret level security clearance. If selected, you will be subject to a government security clearance investigation and must meet the requirements for access to classified information. Eligibility requirements include U.S. citizenship.

You will go above and beyond our minimum requirements if you...

• Have a Bachelor's Degree
• Knowledge of Sector office operations. Experienced in interfacing with AMD government sponsors, AMDS staff and APL staff.
• Strong working knowledge of AMDS or APL policies, practices and procedures, including but not limited to, travel, purchasing, security and property administration.
• Extensive experience with government sponsors.

Why work at APL?

The Johns Hopkins University Applied Physics Laboratory (APL) brings world-class expertise to our nation's most critical defense, security, space and science challenges. While we are dedicated to solving complex challenges and pioneering new technologies, what makes us truly outstanding is our culture. We offer a vibrant, welcoming atmosphere where you can bring your authentic self to work, continue to grow, and build strong connections with inspiring teammates.

At APL, we celebrate our differences and encourage creativity and bold, new ideas. Our employees enjoy generous benefits, including a robust education assistance program, unparalleled retirement contributions, and a healthy work/life balance. APL's campus is located in the Baltimore-Washington metro area. Learn more about our career opportunities at www.jhuapl.edu/careers.

APL is an Equal Opportunity/Affirmative Action employer. All qualified applicants will receive consideration for employment without regard to race, creed, color, religion, sex, gender identity or expression, sexual orientation, national origin, age, physical or mental disability, genetic information, veteran status, occupation, marital or familial status, political opinion, personal appearance, or any other characteristic protected by applicable law. APL is committed to promoting an innovative environment that embraces diversity, encourages creativity, and supports inclusion of new ideas. In doing so, we are committed to providing reasonable accommodation to individuals of all abilities, including those with disabilities. If you require a reasonable accommodation to participate in any part of the hiring process, please contact Accommodations@jhuapl.edu. Only by ensuring that everyone’s voice is heard are we empowered to be bold, do great things, and make the world a better place.