Executive Assistant – National Security Analysis Department

Johns Hopkins Applied Physics Laboratory•Laurel, MD

6d•Onsite

About The Position

The National Security Analysis Executive Assistant provides proactive, high-level administrative and operational support to the Mission Area Executive (MAE) and Managing Executive (ME). As a central coordination point for both executive offices, the role aligns priorities, facilitates communication, and ensures continuity of leadership activities. The Executive Assistant develops an understanding of the Mission Area and Department, their work, leadership priorities, needs, culture, and stakeholders, and recommends initiatives that support organizational goals. The role manages complex calendars, scheduling priorities, domestic and international travel, expense reimbursements, and IT coordination for both executives. It coordinates leadership meetings, sponsor and external visitor engagements, offsites, and special events, including applicable logistics, security coordination, materials, records, action tracking, and follow-up. The position also anticipates executive needs, improves administrative processes and communication practices, collaborates with leadership and stakeholders, and provides backup support to other Department Executive Assistants as operational needs permit. The position requires working onsite five days per week.

Requirements

Associate's degree or equivalent level of experience, with at least five years of relevant administrative experience.
Proficiency in executive calendar management, complex scheduling, travel coordination, document routing, procurement, information organization, and action-item tracking.
Ability to identify and resolve administrative issues independently and collaboratively using internal resources and outside organizations.
Initiative, urgency, and sound judgment in anticipating needs, resolving issues, and prioritizing multiple time-sensitive requests from senior leaders.
Critical-thinking and conflict-resolution skills, including the ability to assess competing priorities and propose practical scheduling or operational alternatives.
Excellent interpersonal, written and verbal communication, and organizational skills.
Ability to work tactfully and effectively with staff at all levels, handle sensitive personnel and organizational information discreetly, and lead through influence.
Advanced proficiency with Microsoft Outlook, Word, PowerPoint, and Excel.
Hands-on experience arranging large, complex meetings and conferences with external visitors.
Active Secret security clearance; eligibility for access to classified information requires U.S. citizenship and a government security investigation.

Nice To Haves

Bachelor’s degree in Business, Economics, or a related discipline and at least ten years of administrative experience in DoD program support, including support to senior executives, Program Managers, or Program Area Managers.
Strong working knowledge of APL administrative policies, procedures, business systems, and organizational practices.
Experience working with government sponsors and in classified environments, including familiarity with associated security protocols.
Experience leading administrative process improvements, mentoring or guiding administrative staff, and coordinating across a broad administrative community.
Active TS/SCI security clearance.

Responsibilities

Develop an understanding of the Mission Area and Department, including their work, leadership priorities, needs, culture, and stakeholders, and recommend initiatives supporting organizational goals.
Manage complex calendars, scheduling priorities, domestic and international travel arrangements, expense reimbursements, and IT coordination for the MAE and ME.
Evaluate competing meeting requests and time-sensitive priorities, resolve scheduling conflicts, recommend alternatives, and communicate changes.
Coordinate with Mission Area and Department leadership, other Laboratory organizations, and external sponsors.
Prepare and coordinate executive and leadership meetings, including agendas, presentation materials, logistics, records of decisions, action-item tracking, and follow-up.
Partner with the Operations Manager to coordinate sponsor and external visitor engagements, including meeting logistics, applicable security coordination, agendas, and briefing materials.
Plan and coordinate Mission Area and Department leadership offsites and special events, and document follow-up actions.
Anticipate executive needs and develop or improve administrative processes, tools, and communication practices to increase efficiency, coordination, and continuity.
Provide backup administrative support to other Department Executive Assistants as operational needs permit.
Collaborate with the Executive Admin team and other Mission Area stakeholders as needed.
Work onsite five days per week.

Benefits

Robust education assistance program
Retirement contributions
Work/life balance
Retirement plans
Paid time off
Medical insurance
Dental insurance
Vision insurance
Life insurance
Short-term disability
Long-term disability
Flexible spending accounts
Education assistance
Training and development
Potential sign-on bonus, relocation benefits, locality allowance, or discretionary payments for exceptional performance