Department Executive Assistant - National Security Analysis Department

Johns Hopkins Applied Physics Laboratory; Laurel (MD); On-site; USD 52,000 - 87,000; Full time

Benefits offered by this job

On-site at JHU APL Laurel

Competitive benefits package

Job summary

Johns Hopkins Applied Physics Laboratory (APL) in Laurel, MD seeks an experienced Executive Assistant to provide high-level administrative support to the NSAD Department Head and Operations Executive. This role advances critical national security initiatives through proactive scheduling, liaison work with sponsors, and meticulous executive communications.

The NSAD Department prioritizes discretion, collaboration, and building trusted relationships across the Laboratory.

Qualifications

• Bachelor's degree in Business Administration, Communications, Management, or another relevant field.
• At least ten years of administrative experience, including supporting executive or senior leadership.
• Proven ability to interface with senior leaders, sponsors, and staff at all levels.
• Outstanding written and verbal communication skills for executive-level materials.
• Excellent organizational and time-management skills with proactive prioritization.
• Experience coordinating complex calendars, meetings, travel, and high-visibility events.
• Strong knowledge of administrative practices including travel, purchasing, and office operations.
• Ability to handle sensitive personnel information with discretion and confidentiality.
• Ability to collaborate with administrative staff and align priorities across teams.
• Proficiency with MS Outlook, Word, Excel, PowerPoint, Teams.
• Ability to work full-time onsite at the JHU/APL Main Campus in Laurel, MD.
• Active Secret security clearance and eligibility for access to classified information.

Responsibilities

• Provide high-level executive calendar management for the Department Head and Operations Executive.
• Manage flow of people, information, and actions through the Department Office with sound judgment.
• Liaise with government sponsors, external stakeholders, and NSAD leadership; ensure timely follow-up.
• Coordinate NSAD Senior Leadership Team meetings, agendas, materials, and logistics.
• Plan sponsor visits, VIP engagements, and high-visibility events including security coordination.
• Prepare, review, and format executive correspondence and presentations.
• Coordinate department communications, data calls, and track responses.
• Arrange executive travel and related logistics and reimbursements; support purchasing.
• Coordinate department recognition and employee engagement activities.
• Lead process improvements to enhance NSAD administrative practices.
• Collaborate with NSAD Executives and assistants to share best practices and coverage.
• Identify and implement department-wide process improvements; oversee event planning with the social committee.

Skills

Executive support

Calendar management

Stakeholder liaison

Communication

Organization

Meeting coordination

Travel & reimbursements

Office software

Confidentiality

Security clearance

On-site coordination

Education

Bachelor's degree in Business Administration, Communications, Management, or related field

Tools

Microsoft Outlook

Microsoft Word

Microsoft Excel

Microsoft PowerPoint

Microsoft Teams

Job description

Description

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

Do you thrive in a fast-paced executive environment where 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

• 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.

About Us

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 [e-mail].

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

$37.75 Hourly

Maximum Rate

$62.95 Hourly