Executive Assistant, Talent Services Department

2 weeks ago

Laurel, United States Johns Hopkins Applied Physics Laboratory (APL) Full time

**Description**

Are you a motivated and detail-oriented Executive Assistant?

Do you have a passion for human resources, diversity and inclusion, employee engagement and multi-tasking?

If so, we may have the job for you

As the Executive Assistant for the Talent Services Department (TSX), you will provide primary administrative support to the Talent Services Department Head & Chief Diversity Equity and Inclusion Officer (CDEIO), and the Talent Services Managing Executive.

**In this role, you will...**
- Manage the flow of people and information through the TSX department office and DEI office, maintain calendars and action items, a department calendar, process travel and expense reports, and perform other administrative duties as assigned
- Provide comprehensive calendar management in an executive environment, including all aspects of scheduling, prioritization, organization and meeting coordination; provide all materials and information in advance of meetings and events, as applicable. Ensure that Department Head and Managing Executive are prepared in advance with materials and information for meetings, events and deliverables.
- Coordinate department internal and off-site meetings and events, to include TSX all-hands, recognition events, leadership meetings and off-sites, department holiday parties, staff morale, diversity and inclusion events, mentoring events, etc.
- Provide HR data support, including Workday admin partner support, department training coordination, and scanning/filing
- Support meeting coordination, general calendar management, action items tracking, and PowerPoint presentations
- Support TSX new hire onboarding and coordinate TSX quarterly welcome meetings with the Department Head and Managing Executive
- Provide general oversight to TSX policies, including policy inventory, organization, and date tracking.
- Develop and maintain expertise in charging guidance, timekeeping practices, travel expense reimbursement, and rules for business meals and related expenses
- Partner with TSX leadership team to establish and maintain TSX department materials in a central repository (e.g., SharePoint)
- Conduct special projects as required for the Department Head and Managing Executive. Examples might include: reworking a TSX administrative process to address an issue or helping with a TSX initiative or project team
- Provide direction, support and assistance to other TSX administrative support staff. Work together to support consistent processes and communications throughout the TSX department. Ensure good back-up plans and coverage for each other in event of absence or vacation

This role is in the flexible work arrangement category (i.e., mainly on campus, with flexibility to work one, possibly two, days per week at home).

**Qualifications**
**You meet our minimum qualifications if you have...**
- A High School education or equivalent with a minimum of 10 or more years of relevant office/administrative experience, OR Associate's/Bachelor's degree in business administration, or related field and 5 or more years relevant administrative experience
- Demonstrated capability to prioritize and work numerous tasks
- Demonstrated capability to analyze, summarize and make recommendations on process, procedures, and job-related activities
- Strong dedication to detail, accuracy, follow-up, and follow-through
- Excellent verbal and written communications skills
- Proven ability to interact with all levels of staff with discretion and tact
- Flexibility in judgment to assess and deal judiciously with multiple, competing work demands
- Demonstrated experience and discretion in handling very sensitive information
- Demonstrated experience in meeting quick turnaround demands and resolving problems
- Hands-on experience in arranging for large meetings and events
- Strong interest and passion for diversity and inclusion, staff engagement, and employee morale
- Strong proficiency with personal computer software including MS Word, Excel, PowerPoint and Outlook

**You will go above and beyond our minimum qualifications if you have...**
- Knowledge of TSX operations and staff
- Comprehensive knowledge of APL policies, practices, programs, services, organizations and key staff members
- Familiarity with APL travel, purchasing, security and budgetary interactions
- Previous human resources executive assistant experience and/or supporting C-suite executives in a professional organization

**Why work at APL?**

The Johns Hopkins University Applied Physics Laboratory (APL) brings world-class expertise to our nation’s most critical defense, security, space and science challenges. While we are dedicated to solving complex challenges and pioneering new technologies, what makes us truly outstanding is our culture. We offer a vibrant, welcoming atmosphere where you can bring your authentic self to work, continue to grow, and build strong connections with inspiring teammates.

**About Us**

APL is an Equal Opportunity/A

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