Administrative Assistant

Administrative Assistant

Idaho National Laboratory's research teams depend on flawless operational support to focus on breakthrough discoveries, and as an Administrative Assistant, you'll provide the organizational expertise that keeps complex projects moving forward. You'll compose and edit technical documents and presentations, manage multiple calendars with competing priorities, coordinate travel and expense reporting, order supplies, handle classified and sensitive materials according to protocol, and maintain confidential office records and files.

Your responsibilities will include advising on records retention decisions, coordinating space needs and employee onboarding, monitoring critical deadlines, and serving as the point of contact for inquiries about organizational activities, ensuring that scientists and engineers have the administrative foundation they need to advance nuclear technology and national security initiatives.

Essential Job Functions and Responsibilities:

• 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.
• Monitor the status of critical items, assignments, and deadlines to ensure timely completion.
• May escort un-cleared visitors as requested.

Required:

• Graduation from high school or equivalent and 6 years of relevant experience as an administrative assistant.
• 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 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)
• Excellent verbal and written communication skills.
• Experience prioritizing competing assignments and proactively anticipating needs of organization.
• Experience coordinating or supporting projects, including gathering information, tracking progress, and preparing summary materials.
• Demonstrated proficiency with Microsoft Office tools (Word, Excel, PowerPoint, Outlook) with the ability to create charts, graphs, and formatted documents.
• Experience coordinating complex calendars, meetings, and logistics across…