Administrative Assistant

What You Will Do

The Program Project Interface (PPI) Division at Los Alamos National Laboratory (LANL) is seeking a highly organized and motivated Administrative Assistant 3 to provide comprehensive administrative and operational support in a mission-focused environment. PPI plays a critical role in ensuring the successful execution of capital line item and programmatic equipment projects. Serving as a strategic bridge between the Associate Laboratory Director for Weapons Production (ALDWP) and the Associate Laboratory Director for Plutonium Infrastructure (ALDPI), PPI supports the delivery of next-generation facilities, infrastructure, and equipment essential to mission success.

As an Administrative Assistant, you will be a key resource to technical staff, managers, and administrative professionals, ensuring that daily operations run smoothly and efficiently. You will contribute meaningfully to national security and scientific discovery by enabling the successful execution of the Lab's work.

Core

Responsibilities Include:

• Managing calendars, scheduling, and meeting logistics for staff and leadership.
• Coordinating travel, lodging, itineraries, and expense reconciliation.
• Drafting and proofreading correspondence, documents, and reports.
• Assisting with procurement, supply ordering, and vendor coordination.
• Serving as a central resource for records management, electronic filing, and compliance tracking.
• Supporting onboarding activities for new staff, including training logistics and system access.
• Preparing and maintaining project data, meeting minutes, action-item trackers, and status updates.
• Planning and coordinating events, workshops, and site visits, including logistics and audiovisual support.
• Maintaining distribution lists, supporting communication efforts, and ensuring timely dissemination of updates.
• Identifying opportunities to streamline processes and improve administrative workflows.

What You Need

Minimum

Job Requirements:

Administrative Expertise

• Demonstrated experience providing a wide range of administrative support in a professional environment.
• Strong organizational and time management skills, with the ability to manage competing priorities and meet deadlines.
• Experience with calendar and travel coordination, meeting logistics, supply ordering, and correspondence tracking.

Technical Proficiency

• Proficiency with Microsoft Office Suite (Word, Excel, Outlook), Adobe Acrobat, and standard office equipment.
• Ability to maintain and organize both electronic and hardcopy files.
• Experience with LANL systems such as Oracle (iProcurement) and Concur is a plus.

Communication and Interpersonal Skills

• Excellent written and verbal communication skills, including proofreading for accuracy and clarity.
• Strong customer service orientation and ability to collaborate across teams and organizational levels.

Initiative and Judgment

• Ability to work independently with general direction, handling sensitive or confidential information responsibly.
• Familiarity with established administrative policies and procedures.
• Demonstrated ability to anticipate needs and proactively solve problems.

Security Clearance
:
Ability to obtain and maintain a Q clearance, which normally requires U.S. citizenship.

Education and Experience

Position requires a High School Diploma and 3 years of related experience; or an equivalent combination of education and directly related experience. Additional training, certifications, or professional development are highly desirable.

Desired

Qualifications:

• LANL Systems Knowledge
  :
  Familiarity with Laboratory-wide systems such as Oracle, Concur, UTrain, and SharePoint.
• LANL Experience
  :
  Understanding of LANL's organizational structure, policies, and mission priorities.
• Event & Meeting Support: Proven ability to coordinate and support events, actively participate in meetings, and accurately capture minutes and action items.
• Technical Agility
  :
  Comfort learning new tools and systems quickly.

Work Environment:

Work Location: The work location for this position is onsite and located in Los Alamos, NM. All work locations are at the discretion of management.

Position commitment: Regular appointment employees are required to serve a…