Executive Assistant, Air & Missile Defense Sector Office

We are looking for a skilled Executive Assistant to support the Air and Missile Defense Sector (AMDS) Head in providing leadership to the 1,500 person enterprise executing approximately $500M per year. Building on an 80-year history of significant accomplishments, this sector strives to address the most critical problems facing our military in their ability to defend the nation, our deployed forces, and allies from increasingly complex adversary threats. This Executive Assistant role is critical in helping us meet this mission, serving as a key interface for AMDS executive leadership, acting as a trusted partner, and working to connect organizations, projects, and information.

The Executive Assistant will be responsible for coordinating and managing executive schedules, preparing and organizing important presentations and documents, and serving as an authoritative voice on existing policies and procedures. Given the dynamic nature of this role, the ideal candidate will interface seamlessly and professionally with a broad range of individuals to coordinate within our sector, other executives across the Laboratory, and with external organizations, sponsors, and stakeholders.

A successful candidate will be…

• A detail-oriented self-starter who is adept in executing sound judgement, prioritizing competing demands and making appropriate decisions independently
• Energetic and eager to tackle new projects and ideas with a proactive, action oriented approach
• Comfortable interacting with high-level executives, sponsors, and stakeholders
• A trusted team player capable of cultivating productive working relationships with other executive assistants and stakeholders across the organization
• Thrive in a fast-paced and dynamic environment

As the Sector Executive Assistant, you will: 

• Provide executive-level administrative support for the Sector Head, other assigned executives, as well as a small team of staff. Provide schedule and calendar management in an executive environment, including all aspects of scheduling, prioritization, organization and meeting coordination. Manage the flow of people, information, and documents through the Sector office, including preparation of needed materials, distribution of information, and maintenance of documentation archives. Support all aspects of executive travel to including planning, reservations, clearances, and expensing. Manage sector office budgets, purchasing and cost reconciliation. Serve as an administrative liaison with offices of the Director and other members of the Executive Council.
• Access, maintain, and distribute a wide variety of confidential operational, financial, and staff-related data including, but not limited to reports, presentations, letters, and memos. Serve as an authority regarding organizational practices and procedures including style guides, charging guidance, timekeeping practices, travel procedures, and discretionary and overhead spending. Function as an advocate for the Sector administrative support staff.
• Plan, arrange, and coordinate high-level sponsor and stakeholder visits, meetings, and executive off-sites to include agenda preparation, information collection and distribution, contracting for event venue when needed, and documentation of decisions and actions.
• Perform operations involving the creation, transmission, and storage of classified information, including setting up accounts on classified information systems, developing and maintaining electronic and paper documents and files, and transmitting classified information using accredited procedures.

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

• A high school diploma with a minimum of 10 years of progressively responsible administrative experience, or an Associate’s degree with 5 years of demonstrated success in administrative roles supporting dynamic office operations.
• Demonstrated experience supporting executive leadership and interfacing with high-level sponsors and stakeholders.
• Outstanding written and verbal communication skills, including experience drafting, editing, and formatting high-level correspondence, briefings, and documentation.
• Exceptional organization and time management skills, with demonstrated the ability to prioritize competing priorities and adapt to changing demands independently.
• Proven ability to perform in fast-paced, high-profile environments with professionalism and discretion.
• Strong working knowledge of administrative policy, financial processes, travel coordination, and purchasing procedures; ability to manage budgets, reconcile costs, and maintain operational data with accuracy.
• Are able to obtain a Top Secret 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 for the job if you have...

• A Bachelor’s degree in a related field.
• Extensive experience with government sponsors and familiarity with classified systems and information handling protocols.
• Strong working knowledge of APL or AMDS policies, practices and procedures, including but not limited to, travel, purchasing, security and property administration.
• Knowledge of AMDS-specific Sector office operations and experience collaborating with AMD government sponsors, AMDS staff and APL staff.
• Hold an active Secret level security clearance or higher

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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 http://www.jhuapl.edu/careers.

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 Accommodations@jhuapl.edu.

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.

Salary : $500