Lead Administrative Assistant- Director's Office

Support NASA Missions! The Space Telescope Science Institute (STScI) is a multi-mission science and flight operations center for NASA’s flagship observatories on the Johns Hopkins University Homewood campus in Baltimore, Maryland. Learn more about our missions (STScI Missions). Position does require on-site presence with occasional work from home days.

STScI is currently seeking a Lead Administrative Assistant to provide direct executive support to the Institute Leadership in a timely, confidential, and accurate manner. We are looking for an extremely organized individual, able to work independently while performing wide variety of administration projects with discretion and judgement. The role will require the highest level of competency with business tools, protocols and processes to professionally support the Director's office.

Your Role & Responsibilities include: 

1. Serve as primary point of contact for both internal and external executive inquiries, screening incoming calls and correspondence, and establishing protocols and priorities for access. Independently  resolve complex questions exhibiting discretion and judgement.
2. Coordinate executive meetings, including scheduling, gathering agenda items, and recording, transcribing, and distributing minutes.
3. Oversight of travel needs for executives, including generating travel requests, coordinating travel planning, and processing the closeout of expense and trip reports.
4. Interface with other STScI organizational units and external personnel to build working knowledge of Divisions practices and procedures. Ability to follow established protocols and interpret and offer suggestions for process improvement.
5. Create presentation materials and other documents. Gather and prepare required materials for presentations, utilizing various computer software competently. Compose correspondence and reports for the executive's approval.
6. Maintain detailed budget records and expense tracking. Coordinate with Accounting, Accounts Payable, and other departments to ensure all accounts are in order and materials and services are maintained in good status. May assist Division/Mission Office leadership in allocating costs.
7. Manage work projects in timely manner with little oversight or direction. May guide work of others or mentor junior staff.

Your Experience, Skills & Qualifications: 

• Strong organizational skills needed to manage and execute multiple administrative projects running simultaneously.
• Proficiency with accounting, budgets and expense reporting.
• Excellent working knowledge of grammar, spelling, and punctuation, with the ability to perform general mathematical skills.
• Able to work with confidential & sensitive information while exhibiting discretion and judgement.
• Proficiency in using computers, peripherals, operating systems, files sharing, virtual meetings and major software packages such as Microsoft Word, Excel, PowerPoint, Access, and Keynote. Highest level of competency with office practices and procedures.
• Knowledgeable of organizational policies and procedures. Ability to work independently with little oversight of activities.

Education/Experience:

• High school diploma or equivalent.  Bachelor’s degree preferred. 
• Ten or more years of progressively responsible experience in an administrative support role or equivalent.  Requires comprehensive working knowledge of the area of responsibility.  
• Routinely manages confidential information and material. 
• Ten + years of performing administrative duties. 
• Experience in a scientific, academic or technical environment preferred.

STScI offers a welcoming workspace for all, along with an excellent and generous benefits package. Explore our benefits at STScI Benefits.

TO APPLY: Share your experience by uploading a resume and completing an online application. Applications received by January 12, 2024, will receive full consideration. 

Direct Link to apply: https://recruiting2.ultipro.com/SPA1004AURA/JobBoard/93330e50-7b3a-4ba8-94f2-6f32360aa4e1/Opportunity/OpportunityDetail?opportunityId=8fde4eed-e271-4da3-a69a-855522c1a2b5

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