Administrative Assistant

Administrative Assistant

Do you love to organize, facilitate, and provide administrative and operational support?

Do you enjoy fast-paced and dynamic work environments?

Would you like to contribute to space exploration and national defense?

If so, we're looking for someone like you to join our team at APL!

We are seeking an Administrative Assistant for the Electronic Systems Group (SEE) in the Space Sector (SES), who will support the Group Supervisor (GS) and Assistant Group Supervisors (AGS) with the management and administration of a group of 50 technical professionals.

As the Administrative Assistant for the Electronic Systems Engineering Group you will:

• Assist group leadership with management, including maintenance of internal group records and APL enterprise administrative systems.
• Proactively inform the GS and AGS of issues requiring their attention.
• Seek opportunities to improve administrative procedures, including incorporation of best practices shared by administrators in other units.
• Assist staff with travel arrangements, preparing travel expense reports, and serving as proxy for staff timesheet entry.
• Process and fulfill staff requests for purchases of equipment and supplies, reconcile procurement card reports, process staff expense reimbursements for travel, local transportation, education and training activities, and equipment purchases.
• Maintain appropriate office supply levels, send and receive shipments, US mail, and internal mail.
• Arrange IT and AV support as needed.
• Coordinate office moves, prepare and submit maintenance work requests for repairs, installations, carpentry and movers.
• Prepare for new hires including office space, furniture, computer, telephone, and supplies.
• Assist with welcome, orientation, and onboarding of new staff.
• Prepare for staff departures including retrieval of property and confirmation of completion of termination checklist.
• Meet visitors and interview candidates at APL entrances and escort them to meeting rooms.
• Assist staff with publishing and archiving of technical memoranda and presentations.
• Assist group leadership and staff with arranging meetings and appointments.
• Identify and reserve conference rooms and facilities.
• Coordinate scheduling for internal and external meeting attendees. Send invitations and track responses. Arrange for coffee, water, other beverages, and food as needed.
• Maintain the group calendar.
• Assist with planning and execution of special events including arrangement and delivery of food and beverages.
• Assist with sending congratulations and condolences to staff on life events with cards, flowers, or other appropriate means.
• Serve as the Group Security Representative with maintaining a secure work environment, security training, and preparation for security inspections.
• Assist staff with storage, scanning, destruction, and transmittal of classified materials (i.e., via appropriate, secure channels and/or the APL Document Control Center).
• Work with APL security to send and confirm visit requests and security clearances for meetings at government and contractor facilities; and to facilitate requests for government and contractor facility access and badges.
• Support periodic inventory of group property and update, eQuip, the APL property database.

Qualifications:

• Possess a High School diploma or equivalent.
• Have three or more years of relevant administrative experience.
• Are proficient in the Microsoft Office suite of software tools; specifically:
  Outlook, Word, Excel, and PowerPoint.
• Possess strong verbal, written, and inter-personal communication skills.
• Have strong time management and work organization and planning skills. Are able to multi-task and prioritize effectively.
• Are able to interact effectively with all levels of staff, work independently and as part of a team, proactively work to solve problems independently, and are committed to helping others and the organization achieve goals.
• Possess a positive work ethic that includes, takes initiative to solve problems, pays attention to detail, uses discretion and good judgment.
• Are able to obtain Secret level security clearance. If selected, you will be subject to a government security clearance…