Administrative Assistant National Security Space

Description

Do you thrive in a dynamic, team-oriented environment where multitasking, collaboration, and attention to detail are essential?

Are you a highly organized, results-driven professional with a positive attitude and a genuine passion for helping others?

Do you want to contribute to meaningful work that supports internal teams and government sponsors?

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

We are seeking a highly organized self-starter to provide administrative and programmatic support for the Space Readiness, Operations, and Intelligence Program Area Manager (PAM) and Program Managers (PMs). In this role, you will be part of a multi-disciplinary team pursuing ground breaking solutions for complex national security space challenges. You will play an active role in team communications and knowledge management.

• Play an integral role in strategic and operational duties for all program/project planning efforts within the Space Readiness, Operations, and Intelligence Program Area;
  Communicate with sponsors and government counterparts to schedule classified conferences, workshops, and exercise participation.
• Lead all of the planning, logistics, and execution for routine sponsor meetings, CVTCs, and large sponsor conferences and symposia (i.e., schedule room, food, track clearances, draft agendas, assemble briefs, push slides, badging, parking, shuttles, etc.);
  Serve as a meeting facilitator adjusting to dynamic events, taking notes, and compiling action items.
• Lead the coordination of external visits to sponsors by sending clearances for travel and validating that the clearances were received
• Provide calendar and scheduling support for the Space Readiness, Operations, and Intelligence Program Area Manager, Program Managers, and program teams.
• Assist in the compilation of various data calls for the Program Area Manager (PAM) and PMs, and manage and track task execution;
  Coordinate internal program reviews, working closely with the Program Managers (PMs);
  Assist with other program documents and templates as required;
  Proofread and format documents and presentations at the request of the PAM and PMs.
• Lead the management of the program office to include purchasing and reconciling equipment, materials, and supplies; booking travel and processing travel reimbursements; lead property audits as the group property administrator; build shipping authorizations; organize group morale events and take the lead in contributing to a positive team environment and culture.
• Contribute to program security processes and serve as the group security rep to ensure all relevant procedures are followed for the safe handling of classified information.
• Perform other duties as assigned to include assisting the Program Analyst in identifying, implementing and ensuring compliance with Quality Management System (QMS), data archival procedures and Security Assurance processes relevant to the Program Area's work.
• Prepare draft documentation and correspondence. Review, edit, and process memos, reports, and presentations, ensuring editorial excellence, reference management, organized archival and review for public release, and security procedures. Reproduce, route, and distribute to appropriate recipients.
• Take on other tasks as needed, ensuring the operational success of the National Space Security Mission Area (NSSMA). On occasion, provide backup support to other NSSMA administrators during absences.
• Collaborate with branch and cross sector administration teams to enhance productivity and effectiveness to streamline and innovate administrative processes.
• Facilitate a positive and a pleasant team environment within the program area to include the planning of events, off-sites, morale events, accounting for all supplies, resources, and refreshments.

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

• Have an Associate's degree, OR equivalent level of relevant experience.
• Have at least five years of relevant administrative/programmatic support experience.
• Have a proven ability to work on complex and multiple administrative and program tasks independently with little supervision, and willingness to take on additional work and challenges and develop new skills.
• Are proficient in the MS Office suite in order to produce high-quality documents, spreadsheets and presentations.
• Are capable of demonstrating independent judgment, interacting and communicating effectively with group and program supervisors, leadership, and external contractors and sponsors.
• Can proactively initiate, manage, and lead program tasking.
• Have strong attention to detail with excellent written and oral communication skills.
• Can support occasional irregular working hours, willing to work in closed areas as needed and travel as needed to meet emergent needs.
• Have ability to handle sensitive information and organizational data with a high degree of confidentiality
• Are able to obtain a TS/SCI level security…