Department Executive Assistant - National Security Analysis Depa

Do you thrive in a fast-paced executive environment w discretion, initiative, collaboration, and proactive problem-solving are essential?

Are you a highly organized professional who anticipates needs, manages competing priorities, and builds trusted relationships across an organization?

Do you want to play a critical role supporting senior leadership as they address complex national security challenges?

If so, we're looking for someone like you to join our team at APL!The National Security Analysis Department (NSAD) is seeking an experienced Executive Assistant to provide high-level administrative support to the NSAD Department Head, with secondary support to the Operations Executive. In this highly visible role, you will serve as a trusted partner and key interface for the Department Office, working closely with NSAD leadership and counterparts, staff across the Laboratory, government sponsors, and other external stakeholders. You will help ensure the Department Office operates effectively by anticipating needs, coordinating priorities, enabling executive engagements, and strengthening administrative practices across NSAD.As the NSAD Department Executive Assistant, you will...

• Provide high-level executive calendar management and scheduling for the Department Head, with secondary support to the Operations Executive; anticipate priorities, resolve scheduling conflicts, coordinate engagements, and ensure leaders are prepared with the information and materials needed for meetings.
• Manage the flow of people, information, correspondence, and actions through the Department Office. Exercise sound judgment in assessing requests, determining appropriate follow-up, and connecting issues with the right leaders or staff.
• Serve as a primary liaison with government sponsors and other external stakeholders, APL executive leadership, NSAD leadership, and staff across the Laboratory; coordinate requests and provide timely follow-up while maintaining a high level of professionalism and discretion.
• Coordinate NSAD Senior Leadership Team meetings and other department leadership forums, including agenda development, collection and organization of presentation materials, meeting logistics, action-item tracking, and follow-up.
• Plan and coordinate Department Head sponsor visits, VIP engagements, department offsites, leadership meetings, and other high-visibility events, including logistics, security coordination, briefing materials, agendas, and day-of execution.
• Prepare, review, proofread, and format executive correspondence, presentations, reports, and other materials
• Coordinate department-level communications and data calls, track responses, and ensure accurate and timely completion.
• Arrange executive travel and associated logistics and reimbursements, and support purchasing and other Department Office administrative activities as needed.
• Coordinate department recognition, morale, and employee-engagement activities in partnership with NSAD leadership and the administrative team.
• Take a lead role in developing, implementing, and improving administrative procedures and practices across NSAD. Serve as a resource to administrative staff by providing guidance on Laboratory and department processes and helping to resolve administrative issues.
• Collaborate closely and effectively with NSAD Executive Assistants, Group Assistants, and other administrative professionals to coordinate office coverage, share best practices, strengthen consistency, and improve the effectiveness of administrative support across the department.
• Identify and implement process improvements that enhance Department Office operations, executive support, information flow, and administrative effectiveness.
• Leading all aspects of planning and execution of department level events in coordination with the social committee.
  Qualifications
  You meet our minimum qualifications for the job if you...
  
• Have a Bachelor's degree in Business Administration, Communications, Management, or another relevant field.
  
• Have at least ten years of relevant, progressively responsible administrative experience, including significant experience supporting executive or senior leadership.
  
• Have demonstrated success interfacing professionally with senior leaders, government sponsors, external stakeholders, and staff at all levels of an organization.
  
• Possess outstanding written and verbal communication skills, including experience preparing, reviewing, and coordinating executive-level correspondence, presentations, and meeting materials.
  
• Have excellent organizational and time-management skills, with demonstrated ability to anticipate needs, manage competing priorities, exercise independent judgment, and consistently follow through in a fast-paced environment.
  
• Have experience coordinating complex calendars, executive meetings, sponsor or VIP engagements, travel, and high-visibility events.
  
• Have strong knowledge of administrative practices and processes, including travel, purchasing, meeting coordination, and office operations.
  
• Handle sensitive personnel and organizational information with maturity, professionalism, confidentiality, and discretion.
  
• Collaborate and communicate effectively with administrative counterparts to prioritize and deconflict meetings based on relative importance.
  
• Are highly proficient with Microsoft Outlook, Word, Excel, PowerPoint, Teams, and other administrative collaboration tools.
  
• Are able to work full-time onsite at the JHU/APL Main Campus in Laurel, Maryland.
  
• Hold an active 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'll go above and beyond our minimum requirements if you...
  
• Have extensive experience supporting an executive office, or comparable senior leadership position.
  
• Have strong working knowledge of APL administrative policies, procedures, business systems, and organizational practices.
  
• Have experience working with government sponsors and in classified environments, including familiarity with associated security protocols.
  
• Have demonstrated experience leading administrative process improvements, mentoring or guiding administrative staff, and coordinating across a broad administrative community.

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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 atmosp w 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 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 reasonab...Visit the Employer site for more details