Administrative Assistant

Johns Hopkins Applied Physics Laboratory•Laurel, MD

2d•Onsite

About The Position

We are seeking an Administrative Assistant to coordinate office management tasks and independently perform important business functions. We strive to foster an environment of collaboration and respect for all. As a team member, you will facilitate to the day-to-day operations of a group with more than 50 staff members.

Requirements

Associates or Bachelor's degree in Business Administration or equivalent with 2 or more years' administrative experience OR, have a high school diploma or equivalent with a minimum of 4 or more years ' administrative experience.
Proficient in MS Office Software (MS Word, PowerPoint, Excel)
Excellent interpersonal communication skills (written and verbal) and organizational skills.
Ability to prioritize and handle numerous tasks.
Can learn and use and business software applications to facilitate and complete required processes.
Can complete administrative tasks independently and proactively prepare for future tasks.
Able to obtain 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.

Nice To Haves

Can ultimately obtain a Top Secret clearance.
Comprehensive knowledge of APL practices and procedures, including travel, budgeting, purchasing, and security policies.
Experience at creating and giving presentations.
Hold an active Secret or Top Secret security clearance.

Responsibilities

Assist staff with essential business processes and to be able to work independently to accomplish routine and ongoing tasks.
Coordinate travel arrangements and facilitate reimbursements.
Serve as main point of contact for purchasing IT equipment and office supplies utilizing the APL Supplier Management process.
Setup shipping requests.
Provide general maintenance of printers and copiers, arranging for service as needed.
Serve as security representative, property administrator, training coordinator, and flight software laboratory coordinator.
Coordinate meetings, book conference rooms, work with visitor control to assist incoming visitors, provide assistance with presentations and managing sponsor interactions, assist with virtual meeting setup, plan and coordinate group events.
Assist with sending staff outgoing visitor clearance requests to sponsor sites.
Track telecom needs, including teleconferencing, WebEx, Zoom setup, office phones and cell phone needs.
Assist with interview schedules and new staff onboarding.
Assist group management with tracking training and recertification of group members.
Stay up-to-date with Lab processes and procedures.
Facilitate, record, and communicate official memoranda.
Enjoy working with staff to create an encouraging and fun workplace. Assist in making the group run more smoothly and provide needed information.