Lead Administrative Assistant

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.

The Space Telescope Science Institute seeks a Lead Administrative Assistant to support the Events Planning Group (EPG), of the Science Mission Office. (#12879)

This senior member of the administrative staff is crucial in supporting business operations by providing support including event and logistics management, travel coordination, procurement, data management, and problem resolution to ensure smooth day-to-day operations.

Requirements:

• Previous event planning experience is required, from conferences to small meetings, in virtual, hybrid and in-person environments.
• U.S. citizenship or permanent resident status is needed to meet ITAR requirements.
• Candidates must reside in or be willing to relocate to our local market (MD, DE, VA, PA, DC, WV).

This position supports a hybrid work schedule and regularly requires onsite presence at our Baltimore campus during preparation for and support of in-person events.

Responsibilities include:

• Organizing, planning and managing all aspects of the event planning process including pre-planning, logistics, catering, participant reservations and registration, travel expense reports, event execution and pre/post-event reviews for in-person, hybrid and virtual events
• Advanced level event and administrative support, including procurement, data management, problem resolution, documentation, calendars and meeting request coordination.
• Working with in-house teams and departments for event webpage creation, event advertising and AV requirements
• Providing professional, proactive customer service to STScI staff, vendors and external partners.

Knowledge, Skills and Abilities:

• Demonstrated experience with coordinating/managing virtual, in-person and hybrid events, preferably in a scientific or academic setting
• Excellent organizational, time management, interpersonal and prioritization skills
• Strong attention to detail, with a proven tracking system/strategy for managing, completing and following up on tasks
• Team player who is an innovative thinker and problem solver, willing to assist EPG management with special projects as needed
• Familiarity with the following is preferred: Deltek/Costpoint, STOVA platform, WebEx platform

Education/Qualifications:

• 8 years of administrative and/or conference/event support experience. Previous event planning experience required.
• High school graduate or equivalent
• 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.

The annual salary range for this role is $61-77k. The posted salary range represents a general guideline; however, STScI considers a number of factors when determining base salary offers, such as internal pay equity, the scope and responsibilities of the position, the candidate's experience, education, and skill, and current market conditions.

Compensation is commensurate with education and experience. Our excellent benefits include:

• 12 days of vacation accrued annually, 10 paid holidays, 12 days of sick leave
• 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: Share your experience by uploading a resume and completing an online application. Applications received by April 13, 2025 will receive full consideration. Applications received after this date will be considered until the position is filled.

Direct link: Apply Lead Administrative Assistant

Explore all career opportunities through our website at www.stsci.edu/opportunities

Individuals needing assistance with the employment process can contact us at careers@stsci.edu.

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