Administrative Assistant

Idaho National Laboratory is hiring an Administrative Assistant to work for our Nuclear Science and Technology Directorate. Our team works a 9x80 schedule located out of our EROB facility in Idaho Falls, Idaho with every other Friday off.

The Administrative Assistant will provide dedicated support to Nuclear Science & Technology’s Organizational Effectiveness Lead (OEL) and Chief Scientist. Reporting to the COO, this role requires a high level of professionalism, discretion, and organizational and communication skills, adaptability, and drive while managing diverse tasks and priorities with composure. The successful candidate will play a key role in ensuring seamless day-to-day operations by coordinating schedules, managing communications, and assisting with critical projects, all while fostering a collaborative and efficient workplace.

• Performing effective calendaring which includes managing and coordinating multiple schedules with accuracy and efficiency, prioritizing time management needs. Also, this includes proactively resolving scheduling conflicts and coordinating meetings. Resolving scheduling conflicts is accomplished by monitoring attendance acceptance, non-responses, and declines and adjusting schedules by communicating effectively with other administrative assistants.
• Drafting professional correspondence including drafting notes/minutes for approval for distribution.
• Ordering and maintaining needed supplies.
• Completing forms.
• Assisting staff with Lab processes.
• Preparing documents/reports. Maintain office records and files, both electronic and physical, while ensuring confidentiality and security of sensitive and controlled documents. Properly handle classified and unclassified sensitive data and materials according to and in compliance with protocol. Maintain surveillance against security infractions and violations.
• Coordinating events such as tours, on-site visits and video conferences. This includes submitting visitor requests and escorting un-cleared visitors as requested.
• Coordinating travel which includes booking travel accommodations through Concur, reviewing travel details upon receipt of itinerary to confirm dates, location, and rental vehicle information is correct. Make sure to immediately resolve any discrepancies. Prepare and submit travel expense reports immediately upon traveler’s return requesting all receipts (i.e., hotel, car rental) from the traveler.
• Facilitating logistical space coordination and onboarding of new employees to ensure staff have a phone, internet, other equipment such as a computer, monitors, etc. This includes other maintenance, service requests, managing property and space for management and staff.
• Serving as the point of contact and escort for vendors performing office equipment maintenance.
• Perform other duties as assigned.

• High school graduate, or equivalent, and a minimum of 6 years of relevant working experience.
• Must have experience providing administrative support in a professional office setting, and have provided direct support to a director level leader, (this can also be defined as an having served as an administrative assistant to an executive level senior leader, senior manager, director, executive director or similar title)
• Demonstrated ability coordinating logistics, following established procedures, and proving support to technical staff (ex. scientists, managers and leadership)

• Proficiency with Microsoft Office, including extensive knowledge of MS Word, PowerPoint, and Excel.
• Excellent verbal and written communication skills.

The pay range for this position is ($22.93/hr - $37.82/hr). At Idaho National Laboratory compensation decisions are determined using factors such as education, relevant experience, and other credentials.

The employee is frequently required to stand, walk, sit, bend, operate a computer keyboard or type, handle materials, or reach with hands and arms performing the essential functions of the classification. The duties require sitting for long periods, accessing stored file boxes and file cabinets, and moving and organizing physical file materials. The employee must occasionally lift 35 pounds. Specific vision abilities required by this classification include close vision, distance vision, depth perception and ability to adjust focus, conduct research and inspect materials.

Sufficient clarity of speech and hearing abilities required by this classification includes those which permit the employee to discern verbal instructions, communicate effectively in person, by telephone or electronic mail. While performing the duties of this classification, the employee works in an office setting where the noise level in the work environment is usually moderate. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.