Executive Administrative Assistant to the Precision Strike Mission Area

Johns Hopkins Applied Physics Laboratory•Laurel, MD

22h•$30 - $50

About The Position

Do you love to solve unusual and challenging problems? Are you highly skilled in office administration? Do you consider yourself a great teammate? If so, we're looking for someone like you to join our team at APL! We are seeking an Executive Administrative Assistant to perform office administration for the Precision Strike Mission Area (PSMA) Executive (MAE) and Deputy MAE in the Force Projection Sector (FPS). As a member of our team, you'll contribute to the Sector's success by providing operational services to the Mission Area. We are passionate about our administrative support team and with your help, we will remain a go-to partner for the Sector. As the Precision Strike Mission Area Executive Assistant you will: Serve as the primary administrative support for the Mission Area Executive (MAE), Deputy MAE, and KPO Group staff, as needed. Develop and maintain a strong understanding of the Mission Area—including its work, capabilities, culture, and unique needs—and recommend initiatives that align with and advance Mission Area and Sector goals. Lead the development and implementation of processes and tools that improve efficiency and enhance the effectiveness of the PSMA leadership team. Proactively manage the MAE’s and Deputy MAE’s calendars; track action items and data calls from the Sector and APL Director’s Offices; coordinate domestic and foreign travel (including reservations and expense reimbursements); maintain a senior executive/general officer/flag officer engagement tracker; and manage the flow of people and information through the MA office. Provide day-to-day leadership and collaboration with PSMA office administrators and administrative assistants to ensure consistent practices and seamless administrative support across the Mission Area. Deliver administrative support training, onboarding, and mentorship to other administrative staff within the Mission Area. Provide backup administrative support for other Force Projection Sector Executive Administrators, as needed. Communicate effectively within the Sector, across the Laboratory, and with external sponsors. Coordinate sponsor visits by managing logistics and security, preparing agendas, ensuring briefing materials are available, and adhering to official protocols. Compile, organize, and quality-check information from multiple sources to produce official correspondence, including executive briefings, letters of justification, status reports, nomination and appointment letters, certifications, and Mission Area memoranda. Facilitate and maintain administrative oversight of various Mission Area functions, such as Group Property Associate responsibilities, food and beverage discretionary spending, and other assigned group roles. Coordinate with Program staff to provide seamless support for Mission Area activities, including scheduling and organizing program and technical reviews, and—working with PSMA office administrators/administrative assistants—other Mission Area review activities as needed. Manage agendas for recurring Mission Area meetings by collecting and distributing presentation materials, ensuring availability during meetings, and archiving materials for future reference. Coordinate Mission Area offsite meetings by managing logistics, developing agendas, supporting execution, capturing action items, and conducting post-event follow-up.

Requirements

An Associate’s degree, or equivalent level of experience, with a minimum of at least five years of relevant administrative experience.
Demonstrated advanced proficiency in use of applications including Microsoft Outlook, Word, PowerPoint, and Excel.
Proven ability to identify and resolve administrative issues independently and collaboratively through the use of internal and external resources.
Initiative and persistence in pursuing administrative needs, meeting quick turnaround demands, and resolving problems with a sense of urgency and demonstrated capability to anticipate, prioritize and expedite numerous tasks from multiple sources.
Decorum commensurate with executive level engagement and demonstrated ability to effectively interact with all levels of staff and visitors with discretion and tact, and discretion in handling sensitive personnel and organizational information; The ability to lead informally.
Demonstrated critical thinking and conflict resolution skills.
Excellent interpersonal, communication (written and verbal), and organizational skills.
The ability to obtain an Interim Secret level security clearance by your start date and can ultimately obtain a Top Secret level 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

Have a Bachelor’s degree in Business, Economics or another related discipline, with at least ten years of administrative experience in DoD program support, including administrative support to Program and Program Area Managers.
Have a comprehensive knowledge of APL practices and procedures, travel processes, purchasing, budgetary, and security interactions.
Have a strong understanding of requirements needed to work classified programs.
Hold an active Top Secret (TS) security clearance.

Responsibilities

Serve as the primary administrative support for the Mission Area Executive (MAE), Deputy MAE, and KPO Group staff, as needed.
Develop and maintain a strong understanding of the Mission Area—including its work, capabilities, culture, and unique needs—and recommend initiatives that align with and advance Mission Area and Sector goals.
Lead the development and implementation of processes and tools that improve efficiency and enhance the effectiveness of the PSMA leadership team.
Proactively manage the MAE’s and Deputy MAE’s calendars; track action items and data calls from the Sector and APL Director’s Offices; coordinate domestic and foreign travel (including reservations and expense reimbursements); maintain a senior executive/general officer/flag officer engagement tracker; and manage the flow of people and information through the MA office.
Provide day-to-day leadership and collaboration with PSMA office administrators and administrative assistants to ensure consistent practices and seamless administrative support across the Mission Area.
Deliver administrative support training, onboarding, and mentorship to other administrative staff within the Mission Area.
Provide backup administrative support for other Force Projection Sector Executive Administrators, as needed.
Communicate effectively within the Sector, across the Laboratory, and with external sponsors.
Coordinate sponsor visits by managing logistics and security, preparing agendas, ensuring briefing materials are available, and adhering to official protocols.
Compile, organize, and quality-check information from multiple sources to produce official correspondence, including executive briefings, letters of justification, status reports, nomination and appointment letters, certifications, and Mission Area memoranda.
Facilitate and maintain administrative oversight of various Mission Area functions, such as Group Property Associate responsibilities, food and beverage discretionary spending, and other assigned group roles.
Coordinate with Program staff to provide seamless support for Mission Area activities, including scheduling and organizing program and technical reviews, and—working with PSMA office administrators/administrative assistants—other Mission Area review activities as needed.
Manage agendas for recurring Mission Area meetings by collecting and distributing presentation materials, ensuring availability during meetings, and archiving materials for future reference.
Coordinate Mission Area offsite meetings by managing logistics, developing agendas, supporting execution, capturing action items, and conducting post-event follow-up.