Administrative Assistant

About the role

We are seeking an Administrative Assistant for the Electronic Systems Group (SEE) in the Space Sector (SES).

Responsibilities

• 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.
• Aid 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.
• Cook up 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.
• Aid staff with publishing and archiving of technical memoranda and presentations.
• Aid 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.
• Aid with planning and execution of special events including arrangement and delivery of food and beverages.
• Aid 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.
• Be proficient in the Microsoft Office suite of software tools; specifically: Outlook, Word, Excel, and PowerPoint.
• Have strong verbal, written, and inter-personal communication skills.
• Have strong time management and work organization and planning skills.
• Be able to multi-task and prioritize effectively.
• Be 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.
• Be able to obtain Secret level security clearance.

Requirements

• U.S. citizenship.
• Possess an Associate’s degree in a relevant field.
• Previous administrative experience within APL and familiarity with APL organization, staff, sponsors, and programs.
• Familiarity with APL policies, practices, and procedures, including travel, purchasing, budgeting, and security.
• Proficiency with APL enterprise administration tools such as Enterprise Business Support System (EBSS), Tririga, and eBuy.
• Willingness to work irregular hours to meet the business need of the group upon occasion.

Benefits

At APL, we offer 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.