Executive Assistant, Civil Space Flight

Description

The Space Exploration Sector (SES) of the Johns Hopkins University Applied Physics Laboratory (JHU/APL) in Laurel, MD is seeking an Executive Assistant to provide high-level, dedicated administrative and executive support to the Civil Space Flight (CSF) Mission Area Executive (MAE), Deputy MAE, and the CSF Mission Area Office. This role ensures the effective and efficient flow of Mission Area operations, communications, and data management, and serves as a trusted partner to leadership in a fast-paced, sponsor-facing environment.

As an Executive Assistant, you will…

Provide executive-level administrative support to the CSF Mission Area Executive, Deputy Mission Area Executive, and Mission Area Office leadership; ensure the effective flow of Mission Area operations, communications, and data management.

Own complex calendar management in an executive environment, including scheduling, prioritization, meeting coordination, room reservations, and preparation of materials to ensure smooth operations.

Manage the flow of people and information through the MAE Office; maintain staff contact lists; coordinate Lab/Sector planning activities, data calls, and tracking of commitments with timely follow-up.

Draft, edit, proofread, format, distribute, archive, and maintain logs/files for memoranda, correspondence, reports, and presentations; review written materials for accuracy, clarity, impact, and adherence to security guidance.

Plan and coordinate travel (local and remote), including itineraries, reservations, visit schedules, and expense reimbursement/related documentation.

Directly interface and liaise with government sponsors and senior external stakeholders, as well as APL leadership and staff; receive and action requests as appropriate and organize information into official correspondence (e.g., sponsor letters, justifications, status reports, nominations, certifications, and memoranda).

Plan and coordinate formal meetings and conferences involving external guests, including logistics such as conference space, refreshments, security processing, lodging for multi-day/offsite meetings, and other services as needed.

Serve as an authority on relevant Laboratory/Sector practices and procedures (e.g., charging guidance, timekeeping, travel and business meal rules, procurement/credit card issues, discretionary/overhead spending) and support operational reporting as needed.

Lead and/or participate in special projects and process improvements to strengthen the efficiency and capacity of the CSF Mission Area administrative team; bring forward standard processes, innovations, and new tools to solve complex administrative challenges.

Work closely with fellow executive assistants, program operations managers, sector staff, and administrative teams across APL to coordinate efforts and share best practices; provide back-up support as needed.

Qualifications

• You meet our minimum qualifications for the job if you have…
• Bachelor’s degree and 5+ years of relevant, progressively responsible administrative experience, or a High School diploma with 10+ years of demonstrated success in administrative roles.
• Recent experience successfully supporting senior executives in a professional organization, with the ability to work independently with consultative direction as needed.
• Excellent organization, time-management, written and verbal communication, and interpersonal skills; ability to exercise tact, diplomacy, and professional judgment with staff at all levels and external stakeholders.
• Demonstrated ability to manage multiple priorities and deadlines in a fast-paced, dynamic environment; strong dedication to detail, follow-up, and follow-through.
• Strong commitment to accuracy, proofreading/editing, and electronic file management; proficiency with Microsoft Outlook, Word, Excel, and PowerPoint (and ability to build/maintain spreadsheets and analyze information).
• Ability to handle sensitive personnel and organizational information with maturity and discretion.
• Demonstrated collaborative mindset and ability to contribute in a highly interactive environment.
• 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.
• You’ll go above and beyond our minimum requirements if you…
• Have familiarity with SES and/or APL policies, practices, and procedures (e.g., travel, purchasing, security, property administration) and experience with internal APL systems and administrative management tools (e.g., Box).
• Have experience coordinating sponsor engagements and supporting senior military/civilian leaders or high-level external stakeholders.
• Have a track record of leading process improvements and change initiatives within an administrative organization.
• Have an active Top Secret/SCI 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 https://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

Accessibility@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.

Minimum Rate

$30.15 Hourly

Maximum Rate

$50.25 Hourly

Responsibilities

• The Space Exploration Sector (SES) of the Johns Hopkins University Applied Physics Laboratory (JHU/APL) in Laurel, MD is seeking an Executive Assistant to provide high-level, dedicated administrative and executive support to the Civil Space Flight (CSF) Mission Area Executive (MAE), Deputy MAE, and the CSF Mission Area Office. This role ensures the effective and efficient flow of Mission Area operations, communications, and data management, and serves as a trusted partner to leadership in a fast-paced, sponsor-facing environment.
• As an Executive Assistant, you will…
• Provide executive-level administrative support to the CSF Mission Area Executive, Deputy Mission Area Executive, and Mission Area Office leadership; ensure the effective flow of Mission Area operations, communications, and data management.
• Own complex calendar management in an executive environment, including scheduling, prioritization, meeting coordination, room reservations, and preparation of materials to ensure smooth operations.
• Manage the flow of people and information through the MAE Office; maintain staff contact lists; coordinate Lab/Sector planning activities, data calls, and tracking of commitments with timely follow-up.
• Draft, edit, proofread, format, distribute, archive, and maintain logs/files for memoranda, correspondence, reports, and presentations; review written materials for accuracy, clarity, impact, and adherence to security guidance.
• Plan and coordinate travel (local and remote), including itineraries, reservations, visit schedules, and expense reimbursement/related documentation.
• Directly interface and liaise with government sponsors and senior external stakeholders, as well as APL leadership and staff; receive and action requests as appropriate and organize information into official correspondence (e.g., sponsor letters, justifications, status reports, nominations, certifications, and memoranda).
• Plan and coordinate formal meetings and conferences involving external guests, including logistics such as conference space, refreshments, security processing, lodging for multi-day/offsite meetings, and other services as needed.
• Serve as an authority on relevant Laboratory/Sector practices and procedures (e.g., charging guidance, timekeeping, travel and business meal rules, procurement/credit card issues, discretionary/overhead spending) and support operational reporting as needed.
• Lead and/or participate in special projects and process improvements to strengthen the efficiency and capacity of the CSF Mission Area administrative team; bring forward standard processes, innovations, and new tools to solve complex administrative challenges.
• Work closely with fellow executive assistants, program operations managers, sector staff, and administrative teams across APL to coordinate efforts and share best practices; provide back-up support as needed.

Qualifications

• You meet our minimum qualifications for the job if you have…
• Bachelor’s degree and 5+ years of relevant, progressively responsible administrative experience, or a High School diploma with 10+ years of demonstrated success in administrative roles.
• Recent experience successfully supporting senior executives in a professional organization, with the ability to work independently with consultative direction as needed.
• Excellent organization, time-management, written and verbal communication, and interpersonal skills; ability to exercise tact, diplomacy, and professional judgment with staff at all levels and external stakeholders.
• Demonstrated ability to manage multiple priorities and deadlines in a fast-paced, dynamic environment; strong dedication to detail, follow-up, and follow-through.
• Strong commitment to accuracy, proofreading/editing, and electronic file management; proficiency with Microsoft Outlook, Word, Excel, and PowerPoint (and ability to build/maintain spreadsheets and analyze information).
• Ability to handle sensitive personnel and organizational information with maturity and discretion.
• Demonstrated collaborative mindset and ability to contribute in a highly interactive environment.
• 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.
• You’ll go above and beyond our minimum requirements if you…
• Have familiarity with SES and/or APL policies, practices, and procedures (e.g., travel, purchasing, security, property administration) and experience with internal APL systems and administrative management tools (e.g., Box).
• Have experience coordinating sponsor engagements and supporting senior military/civilian leaders or high-level external stakeholders.
• Have a track record of leading process improvements and change initiatives within an administrative organization.
• Have an active Top Secret/SCI security clearance.