Administrative Assistant

1 day ago


Baltimore, Maryland, United States Space Telescope Science Institute Full time
Job Title: Senior Administrative Assistant

The Space Telescope Science Institute (STScI) is a leading science operations center for NASA's flagship observatories, including the Hubble and James Webb Space Telescopes. Our world-class astronomical research center is based on the Johns Hopkins University Homewood campus in Baltimore, Maryland.

We are seeking a highly organized and experienced Senior Administrative Assistant to support the Event Planning Group (EPG). This is a great opportunity for an individual with previous event planning experience to join STScI, recognized by Baltimore Magazine as one of the "Hall of Fame - Best Places to Work".

Key Responsibilities:
  • Provide high-level administrative support, including meeting coordination, travel arrangements, procurement, data management, and problem resolution.
  • Organize, plan, and manage all aspects of the event planning process, including pre-planning, logistics coordination, participant reservations, and travel expense reports.
  • Provide professional, proactive customer service to STScI staff and external partners.
  • Develop and maintain collaborative relationships with internal and external partners and vendors.
  • Work with in-house teams and departments for event webpage creation, event advertising, and AV requirements.
  • Work with external vendors and caterers to obtain required event supplies and services.
Requirements:
  • Demonstrated experience with coordinating/managing virtual, in-person, and hybrid events, preferably in a corporate or academic setting.
  • Skill in organizing and prioritizing your workload, with a strong attention to detail.
  • Excellent organizational and time management skills.
  • Proven tracking system/strategy for managing, completing, and following up on tasks.
  • Strong interpersonal skills, including excellent verbal and written communication.
Qualifications:
  • High school graduate or equivalent, 5+ years of administrative and/or conference/event support experience. Some event planning experience required.
  • Intermediate to expert skills in Outlook and Microsoft Office, with specific attention to Excel.
Benefits:
  • 12 days of vacation accrued annually, 10 paid holidays, and 12 days of sick leave each.
  • Employer retirement contribution – direct STScI contribution of 10% of your salary from your first day.
  • Comprehensive medical/dental/vision/prescription plans, and more.

To apply, please upload a resume, cover letter, and online application using the link below:

Apply Sr. Administrative Assistant

Applications received by January 14, 2024, will receive full consideration. Applications received after this date will be considered until the position is filled.



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