Executive Assistant, Sea Control Mission Area

The Johns Hopkins University Applied Physics Laboratory (APL), a national leader in scientific research and development, is located midway between Baltimore and Washington, DC. is seeking an Executive Assistant for the Sea Control Mission Area.

Job Summary: Provide administrative support to the SCMA Mission Area Executive, Deputy Mission Area Executive, and KUO Group staff

Duties:

  1. Mission Area Executive Support (50%)
  • Provide administrative support to the SCMA Mission Area Executive, Deputy Mission Area Executive, and KUO Group staff. Maintain awareness of and serve as SCMA subject matter expert resource for APL and Sector policies and procedures.
  • Develop thorough knowledge and understanding of the Mission Area (including types of work, unique needs, culture, skillsets) and recommend initiatives that support and further the Mission Area and Sector goals.
  • Develop and implement processes and tools to maximize the efficiency of the SCMA leadership team.
  • Coordinate with Program Area administrative and financial support staff to provide seamless assistance to Mission Area activities.
  • Maintain SCMA calendar of events. Track and maintain a log of action items needing SCMA response. Actively manage the SCMA workflow. Routinely review open actions with action-item owners and work with them to address. Where appropriate, take the lead in responding to action items by collecting and collating required information, and drafting proposed responses.
  • Manage agenda of weekly SCMA Staff meetings, collect presentation materials and make available at meeting, and maintain electronic library of weekly inputs and action items.
  • Coordinate SCMA sponsor visits by managing meeting logistics and security, preparing agendas, and ensuring briefing materials are available.
  • Coordinate Mission Area offsite meetings by arranging logistics, participating, facilitating smooth execution, and capturing action items and subsequent follow-up.
  • Coordinate and maintain individual calendars, travel requirements (domestic and foreign reservations, expense reimbursement), and IT support, as needed.
  1. Communications (20%)
  • Coordinate development, distribution and maintenance of mission area communication materials to include mission area overview presentations and videos, strategic plan, and IR&D calls.
  • Identify, solicit, and coordinate development of news items appropriate for the Force Projection SectorConnector, JHU/APL Annual report, quarterly Board of Managers meeting, and other venues as needed.
  • Coordinate development and distribution of internal Mission Area communication materials to include (but not limited to): Executive Council briefs, Portfolio Management Reviews, Program Reviews, NSOP and Town Hall presentations.
  1. Office Management (10%)
  • Manage the Sea Control Mission Area office through procurement of needed equipment and material, and tracking and oversight of the SCMA discretionary budget.
  1. Security (10%)
  • Establish and maintain accounts on internal and external classified systems used by SCMA.
  • Coordinate external visit requests, as needed.
  • Maintain Mission Area classified safe to include generation and maintenance of container log.
  • Generate and update listing of SCMA SCI-cleared personnel and their associated contract tasking and end date.
  1. Special Projects (10%)
  • Serve on Sector and Laboratory teams, as needed, representing SCMA on special activities to include (but not limited to) morale building events, staff recognition initiatives, administrative staff training and mentoring and career development.
  • Provide backup administrative support for other Force Projection Sector Executive administrators.
  • Provide mentorship to less experienced administrative staff.
  • Conduct independent research for mission area leadership, as required.

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.

Required Qualifications:

  • Associates degree or equivalent level of experience with a minimum of 5 years of relevant experience.
  • Proven ability to identify and resolve administrative issues independently and collaboratively through use of internal resources and other outside organizations.
  • Initiative and persistence in pursuing administrative needs, meeting quick turnaround demands, and resolving problems. Works with a sense of urgency and demonstrated capability to prioritize and expedite numerous tasks from multiple sources.
  • Demonstrated critical thinking skills and ability to resolve conflict. Must have excellent interpersonal, communication (written and verbal), and organizational skills.
  • Proven strong ability to interact with all levels of staff with discretion and tact, and discretion in handling sensitive personnel and organizational information; must be able to lead informally.
  • Demonstrated advanced level proficiency in use of desktop computer applications including Microsoft Outlook, Word, PowerPoint, and Excel. Proficiency with routine administrative work including such tasks as calendar management and scheduling, routing and publication, procurement, data collection and collation, action tracking, etc.
  • Working knowledge of security processes and demonstrated experience working on classified computer systems and handling classified files. Hands-on experience in arranging large, special meetings, and conferences with external visitors.
  • Current secret clearance, and ability to obtain TS or higher.

Desired Qualifications:

  • Bachelor's degree in Business, Economics or other related discipline, with 5 years of administrative experience in DoD program support, including administrative support to Program and Program Area Managers.
  • Comprehensive knowledge of APL practices and procedures, travel processes, purchasing, budgetary, and security interactions.
  • Knowledge of Force Projection Sector operations. Familiarity with and experience in dealing with FPS/SCMA government sponsors, groups, and staff.
  • Strong understanding of requirements needed to work classified programs.

Special Working Conditions: Occasional irregular working hours and overtime as required.

Security: Top Secret Clearance is required. Applicants selected will be subject to a Government security investigation and must meet the eligibility requirements for an SSBI and access to classified information. Preference for current SSBI. Eligibility requirements include US 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 will receive consideration for employment without regard to race, color, religion, sexual orientation, gender identity, national origin, disability, or protected Veteran status.


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