Air & Missile Defense Operations Executive Assistant
The Johns Hopkins University Applied Physics Laboratory (APL), a national leader in scientific research and development, is located midway between Baltimore and Washington, DC.
Job Summary: The Air and Missile Defense Sector (AMDS) is seeking an Executive Administrative Assistant to provide a wide variety of high-level dedicated administrative / support services to various members of the AMDS Executive Leadership Team.
Duties (Listed in order of importance with the estimated amount of time spent at each task):
1. Manage the flow of people and information through the Sector Office, review external documentation for correctness, maintain calendars and action items for Executives. Provides executive-level administrative support, including but not limited to: security procedures, scheduling of meetings / activities / important deadlines and dates, email management, telephone support, arrangements for CVTC meetings, preparation of meeting materials (including the editing of presentation materials), all travel arrangements (to include travel authorizations and expense reimbursements), and note-taking / publishing of meeting minutes as needed. Develop and maintain multiple databases to include 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 procedures of this documentation. Must ensure that supported Executives are prepared with all materials and information for meetings, events and travel. Must be able to work closely / in conjunction with other Executive Assistants that serve the Executive Leadership Team. Facilitate, monitor and maintain administrative cognizance over a variety of Sector operations functions. Including maintaining and coordinating personnel data, coordination of PMP activities, assisting with IR&D, mentoring, morale, and staff recognition. 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 (40%)
2. Directly interfaces and liaisons with government sponsors and external customers, 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 into official correspondence such as letters of justification, status reports, nomination letters, certifications, and Sector memos. (20%)
3. Conduct special projects as required and develop solutions to complex administrative challenges for the Sector Head, members of the Executive Leadership Team and concerns and issues brought forward from the Sector administrative staff. 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. (20%)
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. (10%)
5. Provide authoritative information 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. (10%)
Note: This job summary and listing of duties is for the purpose of describing the position and its essential functions at time of hire and may change over time.
High School education. Minimum of 10 years of administrative experience with increasing responsibility.
A high-performer with excellent organization, time-management, communication (oral and written) and interpersonal skills; a strong and demonstrated ability to interface effectively with all levels of lab-level 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. Must be able to independently and collaboratively identify and resolve administrative issues via internal or external resources. Strong sense of urgency, adaptability, flexibility and resourcefulness. Must be able to work independently with minimal supervision or direction.
Strong proofreading / editing and file management skills. Highly proficient in MS Office Suite. Ability to create and edit EXCEL spreadsheets and extract / analyze information.
Security: must be able to secure a SECRET Security Clearance. Applicant 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.
Recent experience (5 years) successfully supporting multiple executives within a professional organization.
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.
Special Working Conditions: None
Security: Applicant selected 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.
Benefits: APL offers a comprehensive benefits package including a liberal vacation plan, a matching retirement program, significant educational assistance, a scholarship tuition program for staff with dependents, and competitive salaries commensurate with skills and experience. For more information about our organization, please visit our web site at www.jhuapl.edu.
Equal Employment Opportunity: Johns Hopkins University/Applied Physics Laboratory (APL) is an Equal Opportunity/Affirmative Action employer that complies with Title IX of the Education Amendments Acts of 1972, as well as other applicable laws. All qualified applicants
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