Department Executive Assistant - National Security Analysis Department

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.

• 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…