Administrative Assistant

What You Will Do

Hazardous Materials Shipping, NPI-7, is seeking an experienced, highly motivated Administrative Assistant to provide critical support to our group under the direction and supervision of the Group Leader, PSA and Nuclear Operations Professional.

The ideal candidate will demonstrate a customer focused approach to administrative responsibilities and work seamlessly with staff in a dynamic, diverse office environment. Success in this role requires the ability to operate with initiative independently with minimal supervision while upholding the highest levels of professionalism, confidentiality, and discretion. Exceptional organizational skills, adaptability, and the capacity to thrive under pressure managing multiple deadlines and high‑volume interactions are essential.

Ensures assigned directives are executed thoroughly, meeting expectations and deadlines.

The successful candidate will serve as a resource for interpreting and providing guidance on organizational policies and procedures, demonstrate comprehensive knowledge of Laboratory administrative practices, and interact with all levels of management across the Laboratory.

• Calendar and schedule management.
• Answering phones, composing, editing, and proofreading correspondence (routine and non‑routine).
• Processing material purchases and verifying/tracking time and labor.
• Coordinating travel arrangements and preparing expense reports.
• Processing visitor paperwork and onboarding documentation.
• Creating, maintaining, and organizing office files, records, and SharePoint resources, including form and web design.
• Compiling and distributing monthly maintenance reports.
• Collecting and distributing TLDs and wrist dosimetry.
• Preparing hiring documentation and supporting new position development.

This role demands a professional demeanor, sound judgment, and the ability to remain flexible while ensuring accuracy and timeliness in all work performed.

Proven competence performing administrative support and office management. Provide support in a busy, dynamic office environment and to assist with special projects wherever needed. Demonstrated ability to work effectively and calmly under pressure of multiple deadlines, interruptions, and changing priorities while maintaining a high level of accuracy and attention to detail. Proven experience organizing, prioritizing, and following through to completion on multiple tasks under strict deadlines and changing priorities.

Demonstrated experience managing electronic calendars and coordinating meetings.

Demonstrated ability to organize, prioritize, and follow‑through to completion on multiple tasks, often under strict deadlines, frequent interruptions, and changing priorities.

Excellent oral and written skills, including proofreading, grammar, spelling, punctuation, accuracy, and attention to detail. Excellent customer service skills.

Advanced knowledge and experience with Web Ex, Google Docs, web design and Microsoft Office Suite (Word, Excel, Outlook, PowerPoint, SharePoint, etc.), including the demonstrated ability to independently interpret data and information to produce professional Word documents, Excel spreadsheets, and PowerPoint presentations. Must be able to produce reports, documents and complex internal and external correspondence with minimal supervision and often without established instruction.

Position requires a High School Diploma and 3 years related experience; or, an equivalent combination of education and experience directly related to the occupation.

• Knowledge of and experience with lab wide systems (Oracle, Concur, etc.).
• Experience making decisions and resolving problems both independently and as a team member, using judgment, creativity, flexibility and initiative to determine the approach or action to take in non‑routine situations.
• Demonstrated ability to build effective working relationships and interact with all levels of management including high‑level external stakeholders and sponsors.
• Active DOE Q Clearance.