Job Description

Are you a dedicated and motivated individual looking to join a team to help shape new Space missions, instruments, and technologies that will enhance the Nation's Civil Space programs?

Do you excel at organization, details, and effective communication?

If so, we are looking for someone like you to join our team at APL!

Responsibilities:

The Civil Space Mission Area (CSMA) of the Johns Hopkins University Applied Physics Laboratory (APL) in Laurel, MD is seeking an Executive Assistant to perform administrative and executive support functions. The Executive Assistant maintains an overall perspective of the Mission Area's staff and activities, including both internal and external communications with sponsors and partners.

As an Executive Assistant, you will provide executive-level support to the CSMA Mission Area Executive (MAE) and Deputy Mission Area Executive (DMAE). This includes exercising control of calendars, preparing and submitting documents, interacting with internal and external executives, administrative assistants, and sponsor staff to coordinate and prepare for a variety of meetings and presentations.

In addition, you will...

• Prioritize and manage multiple projects and organizational needs regarding meetings, timeframes, and deadlines.
• Arrange travel logistics for MAE and DMAE including reservations and conference registrations (domestic and foreign), and completing and submitting expense reimbursements.
• Provide conference room meeting support for smooth in-person and hybrid meetings.
• Manage the agenda of meetings including collecting and distributing presentation materials while maintaining an electronic library of documents related to Mission Area initiatives.
• Communicate effectively with sponsors, stakeholders, lab management and staff, and provide follow-up assistance as needed.
• Coordinate sponsor and partner visits by handling meeting logistics (e.g., agendas, conference rooms, parking, security and badging, food, shuttles, etc.) and ensuring all briefing materials are available.
• Coordinate with Program Area(s) and Formulation administrative staff to provide seamless assistance to Mission Area activities.
• Provide administrative assistance to routine requests of CSMA staff.

You meet our minimum qualifications, if you…

• Have a minimum of 7 years of administrative experience, performing a wide range of executive-level functions or 3 years of responsibility with an Associate’s degree and exceptional accomplishments in administration.
• Have excellent organization, tact, diplomacy, time-management, communication (verbal and written), and interpersonal skills; an ability to interface effectively with all levels and representatives of external organizations with a professional demeanor.
• Have strong motivation to effectively meet organizational needs and proactively seek out opportunities for additional tasking.
• Are comfortable working in a dynamic environment, capable of prioritizing a continuous workflow with frequent interruptions, working independently seeking guidance, as necessary.
• Have strong dedication to detail, follow-up, and follow-through.
• Possess strong proofreading/editing and file management skills.
• Have ability to handle sensitive information and organizational data with a high degree of professional maturity and confidentiality.
• Are proficient in Microsoft Outlook, Word, Excel, and Powerpoint.
• Have hands-on experience in arranging large, complex meetings and conferences with external visitors.
• Are willing and able to work overtime with short notice and as required.
• Are able to obtain a 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.

You will go above and beyond our minimum qualifications, if you

• Have a Bachelor's degree in Business, Economics or other related field.
• 10+ years of administrative experience in DoD program support, including administrative support to Program and Program Area Managers.
• Have experience in Space Exploration Sector and/or APL policies, practices and procedures, including but not limited to travel, purchasing, security, and property administration.
• Have extensive experience with government sponsors.

Be Part of Something Innovative

Over the past 25 years, the Space Exploration Sector at APL, has pushed the boundaries of what is possible; delivering game-changing impacts to sponsors like NASA and the Department of Defense. This includes historic, science space firsts like New Horizons reaching Pluto, Parker Solar Probe being the first to “touch” the sun, and the DART mission that redirected an asteroid for planetary defense. As a not-for-profit university affiliated research center, APL also delivered solutions to our nation’s national security challenges, as proven with the recent Deep Space Advanced Radar Concept (DARC) Tech Demo, and acts as a trusted partner with the US Space Force in space domain awareness and space-integrated warfare.

APL teams are currently developing missions that will advance the search for life in the Solar System through programs such as Europa Clipper and Dragonfly, exploring the lunar and cislunar domains, and providing fundamental knowledge of our Sun’s influence on the near-Earth environment through IMAP and other research and technology endeavors. To learn about these APL’s mission and projects, https://civspace.jhuapl.edu/ and https://www.jhuapl.edu/OurWork/NationalSecuritySpace.

Why work at APL?

The Johns Hopkins University Applied Physics Laboratory (APL) brings world-class expertise to our nation’s most critical defense, security, space and science challenges. While we are dedicated to solving complex challenges and pioneering new technologies, what makes us truly outstanding is our culture. We offer a vibrant, welcoming atmosphere where you can bring your authentic self to work, continue to grow, and build strong connections with inspiring teammates.

At APL, we celebrate our differences and encourage creativity and bold, new ideas. Our employees enjoy generous benefits, including a robust education assistance program, unparalleled retirement contributions, and a healthy work/life balance. APL’s campus is located in the Baltimore-Washington metro area. Learn more about our career opportunities at http://www.jhuapl.edu/careers.

APL is an Equal Opportunity/Affirmative Action employer. All qualified applicants will receive consideration for employment without regard to race, creed, color, religion, sex, gender identity or expression, sexual orientation, national origin, age, physical or mental disability, genetic information, veteran status, occupation, marital or familial status, political opinion, personal appearance, or any other characteristic protected by applicable law.

APL is committed to promoting an innovative environment that embraces diversity, encourages creativity, and supports inclusion of new ideas. In doing so, we are committed to providing reasonable accommodation to individuals of all abilities, including those with disabilities. If you require a reasonable accommodation to participate in any part of the hiring process, please contact Accommodations@jhuapl.edu. Only by ensuring that everyone’s voice is heard are we empowered to be bold, do great things, and make the world a better place.

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