Sr. Administrative Assistant - Events Planning

The Space Telescope Science Institute (STScI) is a multi-mission 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. Visit our website to learn more about our missions.

The Space Telescope Science Institute seeks a Senior Administrative Assistant (#8176) to support the Event Planning Group (EPG). This is a great opportunity for an organized individual with previous event planning experience to join STScI, recognized by Baltimore Magazine as one of the “Hall of Fame - Best Places to Work”.

This senior member of the administrative staff plays a crucial role in ensuring smooth day-to-day business operations by providing support including travel coordination, procurement, data management, and problem resolution.

This position supports a hybrid work schedule and requires onsite presence at our Baltimore campus at least once a week. Candidates must reside in or be willing to relocate to our local market (MD, DE, VA, PA, DC & WV).

Responsibilities include:

• High level administrative support including meeting/seminar/travel coordination, procurement, data management, problem resolution, calendar coordination and meeting requests.
• Organizing, planning and managing all aspects of the event planning process including pre-planning, logistics coordination, participant reservations and travel expense reports, execution and post-event review for in-person, hybrid and virtual events.
• Providing professional, proactive customer service to STScI staff and external partners.
• Developing and maintaining collaborative relationships with internal and external partners and vendors
• Working with in-house teams and departments for event webpage creation, event advertising and AV requirements
• Working with external vendors and caterers to obtain required event supplies and services

Skills/Experience Include:

• 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

Substitution of additional relevant education and/or experience for stated qualifications may be considered.

Compensation is commensurate with education and experience. The annual salary range is $54-60k.

Our excellent benefits include:

• 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 this link:

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. 

Explore all career opportunities at www.stsci.edu/opportunities

STScI offers a flexible and welcoming workspace for all. STScI embraces the diversity of our staff as a strategic priority in creating a first-rate community. We strongly encourage women, ethnic minorities, veterans, and disabled individuals to apply for these opportunities. Veterans, disabled individuals, or wounded warriors needing assistance with the employment process can contact us at careers@stsci.edu EOE/AA/M/F/D/V.

As a leader in the astronomical community, AURA is committed to diversity and inclusion. AURA develops and supports programs that advance our organizational commitment to diversity, broaden participation, and encourage the advancement of diversity throughout the workforce www.auraastronomy.org/diversity.asp

As a recipient of U.S. Government funding, AURA is considered a government contractor subject to Equal Employment Opportunity and Affirmative Action regulations. As an Equal Opportunity and Affirmative Action Employer, AURA and all of the centers do not discriminate based on race, sex, age, religion, national origin, sexual orientation, gender identity/gender identity expression, lawful political affiliations, veteran status, disability, and any other legally protected status under applicable federal, state, and local equal opportunity laws. The statements below, as well as the requests for self-identification, are required under these regulations. We encourage your participation in meeting these federal reporting requirements for protection and assisting us in our record-keeping and reporting. Your responses are kept strictly confidential.

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