Administrative Specialist II: DOE Pacific Northwest Site Office

At Aleut Federal, we believe our mission matters as much as the job. As an Alaskan Native-owned company, we support our Shareholders—the Unangax people of the Aleutian Islands—by delivering high-quality service to federal clients and engaging in our communities. We invest in our people through mentorship, growth opportunities, strong benefits, and a commitment to diversity, inclusion, and accountability. Guided by our motto, “We are One,” we work together with a shared purpose to achieve our mission.

The contractor shall provide a broad range of administrative service support associated with the U.S. Department of Energy, Office of Science, Pacific Northwest Site Office.

The Contractor shall provide a broad range of high-level administrative and executive support services supporting the PNSO Manager's Office and staff. The individual in this role is expected to anticipate needs, mitigate scheduling conflicts before they arise, independently initiate corrective actions, manage complex executive calendar schedules, and track all deliverables to completion without requiring constant management oversight. Additionally, the EA will serve as the primary operational backup to the PNSO Administrative Support (TA-56) position.

To succeed in this role, the Contractor must consistently demonstrate the following attributes:

• Proactivity: Anticipating the needs of the PNSO leadership, preparing materials before being asked, and identifying potential schedule conflicts or operational bottlenecks in advance.
• Independent Initiation: Taking the lead on administrative matters, solving logistical challenges independently, and identifying ways to streamline office operations without waiting for explicit direction.
• Absolute Follow-Through: Ensuring that every task, message, reservation, and action item is tracked from inception to verified completion.
• Accountability: Taking primary ownership of the administrative workflow of the front office and ensuring accuracy, timeliness, and professional representation of PNSO.

Task 1:
Proactive Calendar, Schedule, & Meeting Management

• Primary Point of Contact: Serve as the primary, authoritative gatekeeper and point of contact for the Site Office Manager (SOM) and Deputy Site Office Manager (DSOM) calendars.
• PNSO Staff & Division Director Calendar Management: Provide proactive calendar management and scheduling support to all PNSO staff. Actively monitor schedules and proactively make optimization changes not only for the SOM/DSOM but also for the PNSO Division Directors to streamline office-wide communication.
• Strategic Scheduling & Conflict Resolution: Independently prioritize complex, competing, and rapidly changing scheduling demands (in-person and virtual) without relying on constant management direction. Work directly with PNSO management to delegate staff to attend meetings when conflicts cannot be resolved, ensuring organizational representation is maintained.
• Email Monitoring for Read-Aheads: Actively monitor the SOM and DSOM inbox email accounts (with their concurrence) to systematically identify, extract, and file incoming action items, scheduling requests, and background materials needed for meetings.
• Meeting Logistics & Background Support: Independently coordinate and execute all meeting logistics (teleconferences, video conferences, and physical room setups). Assemble background materials for meeting agenda items and proactively inform participants of topics to be discussed.
• Read-Ahead & Calendar Display Delivery: Proactively gather, organize, and compile read-ahead materials, briefing books, and agendas well in advance of meetings
• Night-Before Delivery Routine:
  No later than the evening prior to the scheduled business day, the contractor must compile all corresponding read-ahead materials and print designated calendar formats. This includes printing large-format calendars to be posted on both the SOM and DSOM office doors, as well as printing small, desk-sized calendars for their respective work spaces.

Task 2:
Primary Office Operations & Front Desk…