Do you enjoy new challenges?

Do you consider yourself a highly organized individual?

Would you like to learn more about security?

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

We are seeking a Group Administrative Assistant to help support three highly dynamic groups providing individualized security support to the Laboratory. This position will provide administrative support directly to the Group Supervisors and Section Supervisors, including but not limited to, managing office needs, facilitating management activities, scheduling and attending meetings, purchasing supplies, reconciling purchase orders, arranging travel, and processing forms. While providing this support, you will have the opportunity to learn about and contribute to the success of a group of highly dynamic security professionals.

As a Group Administrative Assistant you will...

• Provide exceptional administrative support for the groups by maintaining a physical presence in the group office during key hours to facilitate a variety of administrative functions, including but not limited to visitor flow, managing incoming communications, and serving as the group office’s first point of contact.
• Plan, coordinate and oversee office/facility moves, plan morale events, escort visitors, provide conference room support, schedule travel arrangements, schedule and coordinate meetings, make purchases, complete expense reimbursement and reconciliation documentation, manage group calendars, track discretionary expenses, and order/maintain office supplies.
• Serve as the group's point of contact for personnel activities, such as expeditiously scheduling applicant interviews, ensuring successful new hire onboarding, and assisting the group leadership in tracking completion of activities such as performance coaching.
• Serve as all three groups' property associate and handle surplus property tracking location changes of group property, prepare shipping authorizations, help with preparation of materials for shipment, support department property management audits, respond to requests for asset information/status, and schedule equipment maintenance and upgrades.
• Prepare and review group and program correspondence for proper formatting, grammar, and punctuation, and support routing of documentation.
• Manage and document group administrative procedures. Review, assess and propose improvements to current processes based on anticipated need of the organization.
• Track group educational requests, training, allocations, and expenses.
• Provide instruction to all other group staff for filing travel documentation and employee reimbursements.
• Ensure a neat and tidy appearance of the group office, group conference room, hallway, and any group common areas, to include organization and storage of office supplies.

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

• Possess a high school diploma or equivalent with at least five years of experience in office administration. A Bachelor's degree and business-related internship experience may be substituted.
• Are highly organized and can effectively manage diverse tasks with varying priority levels through to completion utilizing a proven, detailed system.
• Exhibit outstanding interpersonal skills and an ability to help build a positive work environment and foster effective relationships.
• Possess a willingness to challenge the status quo and advocate for process changes.
• Have a proven ability to identify and resolve administrative issues independently and collaboratively through use of internal resources and other outside organizations.
• Possess strong communication skills (written and verbal) and proofreading proficiency, including and the ability to summarize data and provide updates and information to supervisors and others in the groups.
• Exercise discretion in handling sensitive personnel and organizational information.
• Demonstrate an advanced level proficiency in the use of desktop computer applications including Microsoft Office applications Outlook, Word, PowerPoint, and Excel.
• Are able to obtain a Top Secret level security clearance. If selected, you will be subject to a government security clearance investigation and must meet the requirements for access to classified information. Eligibility requirements include U.S. citizenship.

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

• Have completed a college degree or some level of college coursework related to office administration and/or security.
• Have experience with effectively managing schedules for multiple staff using Microsoft Outlook.
• Are knowledgeable in APL Policies and Procedures and software applications.
• Have a current Top Secret/ SCI clearance.