Administrative Assistant

Description We are seeking a highly organized, proactive, and collaborative professional to join our dynamic team as a Air and Missile Defense Sector (AMDS) In this role, you will serve as a trusted partner to Branch Leadership, Group Supervisors, Talent Services, and other stakeholders, ensuring the smooth day-to-day operation of a fast-paced technical organization. You will operate independently, exercise sound judgment, manage competing priorities, and contribute to a positive, productive, and professional work environment. Description We are seeking a highly organized, proactive, and collaborative professional to join our dynamic team as a Branch Administrator supporting the Non‑Kinetic Warfare Branch (A4) within the Air and Missile Defense Sector (AMDS) . In this role, you will serve as a trusted partner to Branch Leadership, Group Supervisors, Talent Services, and other stakeholders, ensuring the smooth day-to-day operation of a fast-paced technical organization. You will operate independently, exercise sound judgment, manage competing priorities, and contribute to a positive, productive, and professional work environment. The ideal candidate is an exceptional communicator with outstanding organizational skills, a strong customer‑service mindset, and the ability to support both strategic initiatives and daily administrative operations. Branch Operations and Leadership Support Independently manage competing priorities while supporting Branch leadership across a broad range of administrative and operational activities. Coordinate Branch activities, monitor action items, track milestones, and assist leadership with strategic planning and execution. Manage Branch‑wide data calls by gathering, analyzing, validating, and integrating information from six technical groups into clear, accurate, and timely responses. Develop and improve administrative processes that enhance efficiency and consistency across the Branch. Prepare meeting agendas, capture meeting notes, and produce professional meeting summaries, reports, white papers, and presentation materials. Support leadership scheduling and coordination of Branch activities. Administrative Management Prepare, process, and maintain administrative documentation, including purchase requisitions, travel authorizations, expense reports, clearance requests, and other organizational records. Coordinate travel arrangements and outgoing visit clearances. Maintain electronic records related to travel, purchasing, training, and other Branch activities. Monitor timecards and proxy entries as needed. Coordinate conference rooms, meeting logistics, and catering when appropriate. Assist with office moves and other administrative support activities across the Branch. Financial and Property Administration Prepare monthly financial reports using APL financial systems to monitor Branch budgets and expenditures. Serve as the Branch Property Associate by managing equipment inventories, lifecycle tracking, surplus requests, shipping authorizations, and office moves. Monitor unclassified computing equipment lifecycle schedules and proactively identify out‑of‑warranty systems. Manage Branch office supplies and purchasing, including Branch credit card transactions. Recruiting and Onboarding Coordinate recruiting and hiring activities by working closely with Branch leadership and Talent Services. Schedule interviews, distribute candidate materials, coordinate interview logistics, and prepare interviewer packages. Develop, maintain, and continuously improve standardized onboarding processes and materials across all Branch groups. Coordinate workspace preparation, furniture purchases, computer setup, and first‑day orientation activities for new employees. Proposal and External Engagement Support Research and evaluate Requests for Proposals (RFPs) for alignment with Branch capabilities and strategic objectives. Coordinate proposal development activities, including organizing response schedules, collecting technical contributions, integrating content, and preparing high‑quality proposal documents. Assist technical staff with the preparation of internal research proposals, technical challenge statements, IRADs, grants, and other strategic initiatives. Assist in coordinating meetings with external partners. Communications and Organizational Visibility Maintain engaging and current internal web content for the Branch and its Groups. Develop communication materials supporting recruiting, organizational awareness, staff orientation, and internal presentations. Partner with technical staff to prepare newsletter articles, announcements, and other communications that highlight Branch accomplishments and technical capabilities. Security Administration - Coordinating with AMDS and APL security personnel. Maintaining security‑related processes, documentation, and classified electronic libraries. Supporting new staff with security onboarding. Tracking current classification guides and communicating security updates. Assisting with preparation for security inspections and compliance activities. Qualifications High School diploma with a strong academic record with minimum of five years of progressively responsible administrative experience in a professional environment or Bachelor's degree in Business Administration, Communications, English, Technical Writing, or a related field. Exceptional organizational skills with demonstrated ability to manage multiple priorities in a fast‑paced environment. Proven ability to work independently, exercise sound judgment, and proactively solve problems. Excellent written and verbal communication skills, including the ability to prepare professional reports, correspondence, presentations, and meeting summaries. Demonstrated ability to research information, synthesize findings, and produce clear, well‑written documents. Strong interpersonal skills with the ability to work effectively with staff at all organizational levels and external partners. High degree of professionalism, discretion, and integrity when handling sensitive information. Experience maintaining a welcoming, customer‑focused office environment. Proficiency with Microsoft Office applications (Word, Excel, PowerPoint, Outlook) and familiarity with modern AI productivity tools. Experience preparing and delivering professional presentations. Ability to provide writing samples demonstrating strong communication skills. Are able to obtain an Interim Secret level security clearance by your start date and can ultimately obtain a TS/SCI 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. You go above and beyond our minimum requirements if you... Advanced degree in a related discipline. Minor or coursework in a STEM discipline. Experience supporting scientific, engineering, or research organizations. Experience writing and editing technical documentation. Experience coordinating or contributing to successful technical proposals, grants, or research initiatives. Experience supporting organizational communications, websites, newsletters, or marketing materials. Familiarity with project coordination, business operations, and process improvement. 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 $26.60 Hourly Maximum Rate $46.40 Hourly #J-18808-Ljbffr