Executive Assistant

Description:

As the Executive Assistant for the Business, Construction and Facilities Department (BCFD), you will provide administrative support to APL's CFO and Department Head and other members of the BCFD leadership and administrative team.

As BCFD's Executive Assistant, you will...

• Provide comprehensive calendar management in an executive environment, including all aspects of scheduling, prioritiation, organization and meeting coordination; provide all materials and information in advance of meetings and events, as applicable.

• Ensure that the DH/CFO is prepared in advance with all materials and information for meetings, events and deliverables.
• Manage the flow of people and information through the BCFD Department Office.

• Facilitate, monitor and maintain administrative cognizance over a variety of department operations and functions.

• Directly interface and liaison with APL Management, BCFD leadership teams, sectors, departments, lab-wide staff, JHU partners and their administrators.

• Prepare draft correspondence and other documentation. Responsible for the review/edit/format for these documents. Strong proof-reading, editing and file managment skills.
• Arrange travel logistics including reservations, conference registrations (domestic and foreign), and completing and submitting expense reimbursements. Process

  overhead spending, travel expense reimbursement, and p-card procurement/monthly reconciliation.

• Plan / arrange / coordinate formal meetings and conferences involving external guests.

• Participate in efforts needed on special projects and duties as assigned.

Qualifications

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

• Minimum of 10+ years of administrative/office experience.

• Have 5+ years recent experience successfully supporting executives within a professional organization.

• A high-performer with extensive knowledge of administrative processes and executive-level support and proven ability to work independently with consultative direction only.

• Forward-looking thinker, who proactively seeks opportunities to make improvements and proposes solutions.

• Excellent organization, time-management, communication (verbal and written), and social skills a strong and demonstrated ability to interface effectively with all levels of management, internal staff, and high-level external government customers.

• Exercises good judgment and the ability to handle multiple priorities and complete/balance a diverse workload with contending deadlines and levels of importance in a fast-paced environment.

• Strong dedication to detail, follow-up, and follow-through.

• Ability to handle sensitive personnel information and organizational data with a high degree of professional maturity and strict confidentiality.

• Exceptional accomplishments in administration.

• Strong initiative and bias for action in addressing administrative challenges.

• Demonstrated ability to independently and collaboratively identify and resolve complex administrative issues via internal or external resources.

• Strong sense of urgency, adaptability, flexibility, and resourcefulness.

• Highly proficient in MS Office Suite.

You'll go above and beyond our minimum requirements if you...

• Have a Bachelor's Degree (English, Communication, Liberal Arts)

• Knowledge of BCFD department operations.

• Strong working knowledge of BCFD and/ or APL policies, practices and procedures, including but not limited to, travel, purchasing, security and property administration.