Executive Assistant - National Security Analysis Department

The Johns Hopkins University Applied Physics Laboratory; Laurel (MD); On-site; USD 39,000 - 69,000; Full time

Job summary

The Johns Hopkins University Applied Physics Laboratory (APL) seeks a National Security Analysis Executive Assistant to provide proactive, high-level administrative support to two executives, coordinating calendars, travel, and communications. The role emphasizes security awareness, precision, and cross-team collaboration across the Mission Area and Department.

Responsibilities include preparing meetings, coordinating sponsor engagements, planning offsites, and documenting decisions.

Qualifications

• Associate’s degree or equivalent with at least five years of relevant administrative experience.
• Proficiency in executive calendar management, complex scheduling, travel coordination, document routing, procurement, information organization, and action-item tracking.
• Ability to identify and resolve administrative issues independently and collaboratively.
• Demonstrate initiative, urgency, and sound judgment in anticipating needs and prioritizing time-sensitive requests.
• Excellent interpersonal, communication, and organizational skills.
• Ability to handle sensitive information with discretion and lead through influence.
• Advanced proficiency with Outlook, Word, PowerPoint, and Excel.
• Hands-on experience arranging large, complex meetings and external visits.
• Active Secret security clearance; U.S. citizenship.

Responsibilities

• Proactively manage calendars, travel, expenses, and IT coordination for both executives.
• Coordinate communication with leadership, labs, and sponsors to ensure seamless support.
• Prepare meetings with agendas, materials, logistics, records of decisions, and action tracking.
• Coordinate sponsor and external visitor engagements, including security and briefings.
• Plan leadership offsites and events, documenting follow-ups and decisions.
• Identify and improve administrative processes and tools for efficiency.
• Provide backup support to other Administrative Assistants as needed.
• Collaborate with the broader Executive Admin team and stakeholders.
• Onsite work five days per week.

Skills

Calendar management

Complex scheduling

Travel coordination

Documentation routing

Procurement

Information organization

Action-item tracking

Interpersonal skills

Written & verbal communication

Leadership influence

Education

Associate’s degree or equivalent

Bachelor’s degree (preferred)

Tools

Microsoft Outlook

Word

PowerPoint

Excel

Job description

Description

As a National Security Analysis Executive Assistant, your primary responsibility will be to provide proactive, high-level administrative and operational support to both the Mission Area Executive (MAE) and Managing Executive (ME). Serving as a central coordination point for the two executive offices, you will help align priorities, facilitate effective communication, and ensure continuity of leadership activities. This includes:

• Developing a thorough understanding of the Mission Area and Department, including their work, leadership priorities, unique needs, culture, and stakeholders, and recommending initiatives that support organizational goals.
• Proactively managing complex calendars, scheduling priorities, domestic and international travel arrangements, expense reimbursements, and IT coordination for both the MAE and ME.
• Evaluating competing meeting requests and time-sensitive priorities for both executives, exercising sound judgment to resolve scheduling conflicts, recommend alternatives, and communicate changes effectively.
• Communicating and coordinating effectively with Mission Area and Department leadership, other Laboratory organizations, and external sponsors to ensure seamless executive support.
• Preparing and coordinating executive and leadership meetings, including agendas, presentation materials, logistics, records of decisions, action-item tracking, and timely follow-up.
• Partnering with Operations Manager to coordinate sponsor and external visitor engagements, including meeting logistics, applicable security coordination, agendas, and briefing materials.
• Planning and coordinating Mission Area and Department leadership offsites and special events, facilitating smooth execution and documenting follow-up actions.
• Anticipating the needs of both executives and developing or improving administrative processes, tools, and communication practices that increase efficiency, coordination, and continuity across executive leadership functions.
• Providing backup administrative support to other Department Executive Assistants, as operational needs permit.
• Working collaboratively with entire Executive Admin team and other Mission Area stakeholders as necessary.
• Ability to work onsite five days per week.

Qualifications

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

• Have an Associate's degree or equivalent level of experience with at least five years of relevant administrative experience.
• Demonstrate proficiency in executive calendar management, complex scheduling, travel coordination, document routing, procurement, information organization, and action-item tracking.
• Have proven ability to identify and resolve administrative issues independently and collaboratively through use of internal resources and other outside organizations.
• Demonstrate initiative, urgency, and sound judgment in anticipating needs, independently resolving issues, and prioritizing multiple time-sensitive requests from senior leaders.
• Demonstrate critical thinking, conflict resolution, and ability to assess competing priorities and propose practical scheduling or operational alternatives.
• Have excellent interpersonal, communication (written and verbal), and organizational skills.
• Have proven ability to work tactfully and effectively with staff at all levels, handle sensitive personnel and organizational information with discretion, and lead through influence.
• Demonstrate advanced level of proficiency in use of applications including Microsoft Outlook, Word, PowerPoint, and Excel.
• Have hands‑on experience in arranging large, complex meetings and conferences with external visitors.
• Hold an active Secret security clearance. If selected, you will be subject to a government security 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 a Bachelor's degree in Business, Economics, or a related discipline with at least ten years of administrative experience in DoD program support, including support to senior executives, Program Managers, or Program Area Managers.
• 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.
• Hold an active TS/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 [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

$28.05 Hourly

Maximum Rate

$50.25 Hourly