Administrative Assistant to Chief Engineers & Scientists Jobs

Administrative Assistant

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, were looking for someone like you to join our team at APL. We are seeking an experienced Administrative Assistant to help us perform office administration and provide support to the Asymmetric Operations Sector (AOS). As a member of our team, youll contribute to the Sectors success in providing operational services. We are passionate about support and with your help, we will remain a valued partner to the Sector. As an AOS Sector Senior Administrative Assistant you will:

• Independently manage the flow of people and information in support of four Sector-level chief engineers and scientists; primarily responsible for coordinating and expediting activities for a driven set of leaders in a fast-paced environment, executing day-to-day activities.
• Proactively anticipate needs and takes swift action with limited direction to ensure leadership stays focused on high level objectives.
• Manage complex calendars for Chiefs, coordinate and prioritize scheduling, develop and distribute meeting agendas, and provide comprehensive support in planning, leading, and executing internal and external meetings and events.
• Manage the production of presentations and documents from preparation through distribution of materials to the appropriate recipients to ensure the Chiefs and technical staff are equipped with appropriate materials necessary to successfully conduct their presentations or meetings.
• Lead internal efforts by defining project timelines, coordinating cross functional teams, tracking deliverables, and managing action items to ensure goals are met and on schedule.
• Develop a thorough knowledge and understanding of AOS (including types of work, unique needs, professional environment, skillsets) and recommending initiatives that support and further the Sector goals.
• Interact with sector, branch, and other Laboratory offices to monitor data requests and data calls for timely completion. Review and organize information into official correspondence such as, executive briefings, letters of justifications, status reports, nomination letters, certifications, and memos.
• Proactively identify operational challenges and develop innovative ideas, workflows, and process improvements that enhance executive efficiency, productivity, and organizational effectiveness.
• Communicate effectively and professionally with Chiefs, Sector staff, personnel across the Laboratory, and external sponsors to facilitate collaboration, coordination, and the timely exchange of information.
• Coordinate with staff to provide seamless assistance to Sector Chief's activities to include, but not limited to, scheduling of Propulsion Grants (PGs), Independent Research and Development (IRAD) event, and Research and Technical Awards.
• Work closely with the other AOS executive administrators to coach and mentor branch and group administrators to ensure a professional collaborative work environment that is responsive to the needs of the technical branches. Conduct special projects and develop solutions to complex administrative matters. Partner with department administrative staff to form a seamless team across AOS, including backfill and sharing of workload.
• Perform additional duties to assist in operations, infrastructure, and logistic department activities as needed.

Qualifications You meet our minimum qualifications for the job if you have...

• An Associate's degree or equivalent level of experience with a minimum of 5 years of relevant administrative experience.
• Proven ability to identify and resolve administrative issues independently and collaboratively through 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 demonstrating the ability to interact with all levels of staff and visitors with discretion and tact, and discretion in handling sensitive personnel and organizational information. Must be able to lead informally.
• Demonstrated critical thinking skills and ability to resolve conflict.
• Excellent interpersonal, communication (written and verbal), and organizational skills.
• Demonstrated advanced proficiency in use of applications including Microsoft Outlook, Word, PowerPoint, and Excel.
• Are 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.

Youll go above and beyond our minimum requirements if you have...

• A Bachelor's degree in Business, Economics or other related discipline, with 10+ years of administrative experience in DoD program support, including administrative support to Program and Program Area Managers.
• Comprehensive knowledge of APL practices and procedures, travel processes, purchasing, budgetary, and security interactions.
• Strong understanding of requirements needed to work classified programs.
• Hold an active Top Secret (TS) security clearance.

About Us 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 of perspectives 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 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 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 View email address on click.appcast.io. The referenced pay range is based on JHU APL's good faith belief at the time of posting. Actual compensation may vary based on factors such as geographic location, work experience, market conditions, education/training and skill level with consideration for internal parity. For salaried employees scheduled to work less than 40 hours per week, annual salary will be prorated based on the number of hours worked. APL may offer bonuses or other forms of compensation per internal policy and/or contractual designation. Additional compensation may be provided in the form of a sign-on bonus, relocation benefits, locality allowance or discretionary payments for exceptional performance. APL provides eligible staff with a comprehensive benefits package including retirement plans, paid time off, medical, dental, vision, life insurance, short-term disability, long-term disability, flexible spending accounts, education assistance, and training and development. Applications are accepted on a rolling basis. Minimum Rate $27.85 Hourly Maximum Rate $46.40 Hourly group id: RTX16d249