Executive Assistant, Civil Space Flight

Johns Hopkins Applied Physics Laboratory•Laurel, MD

1d•Onsite

About The Position

The Space Exploration Sector (SES) of the Johns Hopkins University Applied Physics Laboratory (JHU/APL) in Laurel, MD is seeking an Executive Assistant to provide high-level, dedicated administrative and executive support to the Civil Space Flight (CSF) Mission Area Executive (MAE), Deputy MAE, and the CSF Mission Area Office. This role ensures the effective and efficient flow of Mission Area operations, communications, and data management, and serves as a trusted partner to leadership in a fast-paced, sponsor-facing environment.

Requirements

Bachelor’s degree and 5+ years of relevant, progressively responsible administrative experience, or a High School diploma with 10+ years of demonstrated success in administrative roles.
Recent experience successfully supporting senior executives in a professional organization, with the ability to work independently with consultative direction as needed.
Excellent organization, time-management, written and verbal communication, and interpersonal skills; ability to exercise tact, diplomacy, and professional judgment with staff at all levels and external stakeholders.
Demonstrated ability to manage multiple priorities and deadlines in a fast-paced, dynamic environment; strong dedication to detail, follow-up, and follow-through.
Strong commitment to accuracy, proofreading/editing, and electronic file management; proficiency with Microsoft Outlook, Word, Excel, and PowerPoint (and ability to build/maintain spreadsheets and analyze information).
Ability to handle sensitive personnel and organizational information with maturity and discretion.
Demonstrated collaborative mindset and ability to contribute in a highly interactive environment.
Able to obtain a Top 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

Familiarity with SES and/or APL policies, practices, and procedures (e.g., travel, purchasing, security, property administration) and experience with internal APL systems and administrative management tools (e.g., Box).
Experience coordinating sponsor engagements and supporting senior military/civilian leaders or high-level external stakeholders.
A track record of leading process improvements and change initiatives within an administrative organization.
An active Top Secret/SCI security clearance.

Responsibilities

Provide executive-level administrative support to the CSF Mission Area Executive, Deputy Mission Area Executive, and Mission Area Office leadership; ensure the effective flow of Mission Area operations, communications, and data management.
Own complex calendar management in an executive environment, including scheduling, prioritization, meeting coordination, room reservations, and preparation of materials to ensure smooth operations.
Manage the flow of people and information through the MAE Office; maintain staff contact lists; coordinate Lab/Sector planning activities, data calls, and tracking of commitments with timely follow-up.
Draft, edit, proofread, format, distribute, archive, and maintain logs/files for memoranda, correspondence, reports, and presentations; review written materials for accuracy, clarity, impact, and adherence to security guidance.
Plan and coordinate travel (local and remote), including itineraries, reservations, visit schedules, and expense reimbursement/related documentation.
Directly interface and liaise with government sponsors and senior external stakeholders, as well as APL leadership and staff; receive and action requests as appropriate and organize information into official correspondence (e.g., sponsor letters, justifications, status reports, nominations, certifications, and memoranda).
Plan and coordinate formal meetings and conferences involving external guests, including logistics such as conference space, refreshments, security processing, lodging for multi-day/offsite meetings, and other services as needed.
Serve as an authority on relevant Laboratory/Sector practices and procedures (e.g., charging guidance, timekeeping, travel and business meal rules, procurement/credit card issues, discretionary/overhead spending) and support operational reporting as needed.
Lead and/or participate in special projects and process improvements to strengthen the efficiency and capacity of the CSF Mission Area administrative team; bring forward standard processes, innovations, and new tools to solve complex administrative challenges.
Work closely with fellow executive assistants, program operations managers, sector staff, and administrative teams across APL to coordinate efforts and share best practices; provide back-up support as needed.