Group Office Administrator

Are you a  finisher ? You don't just start tasks; you see them through with precision, and the idea of a missed deadline or an unorganized workflow genuinely bothers you.

Do you love the pace? You thrive when things are moving quickly and you're required to stay three steps ahead of the team.

Do you take ownership? You don't just  do  admin; you take pride in the quality of your output and the efficiency of the systems you manage.

Are you the Problem Solver? You enjoy serving as a central point of knowledge and a reliable resource for the team and like the 'detective work' of finding answers to complex or non-routine questions.

Are you a culture builder? You understand that even the most brilliant teams need a cohesive, high-morale environment to succeed, and you want to be the one who helps build it.

If so, we are looking for someone like you to join our team!

The System Definition & Validation Group (KBY) is a high-impact team within the Force Projection Sector at APL, focused on ensuring the delivery of ready, lethal, and effective weapon systems for strategic deterrence missions. Our work is defined by technical leadership and rigorous quality oversight. We are looking for a Group Administrative Assistant who thrives in this high-tempo environment - someone who takes immense pride in their work, masters complex processes, and provides the elite level of operational support required to help our technical experts achieve mission success.

As the KBY Group Administrator, you will...

• Provide leadership support
  , including staffing activities and organizational reporting, management initiatives, and leadership communications.
• Direct group office operations
  , including the procurement and reconciliation of laboratory and office equipment, materials, and supplies.
• Orchestrate complex logistics
  , independently resolving issues related to shipping, staff travel, and coordination.
• Manage financial administration
  , ensuring the timely and accurate processing of staff travel and expense reimbursements.
• Lead property management
  , serving as the Group Property Administrator and spearheading regular property audits.
• Optimize technical infrastructure
  , managing telecom, teleconferencing, and office/meeting room setups to ensure seamless connectivity.
• Manage workspace and facility logistics by overseeing office moves, furniture requirements, and workspace setup for new employees, while providing proactive support to leadership on office space management.

• Serve as the operational resource for group business processes, ensuring administrative activities are executed consistently, efficiently, and in accordance with Laboratory policies.
• Safeguard group security by ensuring strict compliance with classified handling procedures and coordinating staff clearance requests for government travel.
• Manage security-related administration by overseeing classified document control, classified meetings, and visitor clearances, as well as coordinating the administration of classified equipment and security training support.
• Orchestrate documentation life cycles by managing the SMART process, including document numbering, routing, archiving, and file management, in addition to overseeing formatting and publishing standards.
• Uphold high standards of communication by reviewing technical documents and engineering memos for grammar, formatting, and professional clarity.
• Serve as a subject matter expert on APL policies, procedures, and resources, providing proactive guidance to the group.

• Champion team growth by managing the onboarding, tracking, and orientation of new team members and interns.
• Empower leadership by supporting group leaders with the preparation of…