Administrative Assistant

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Newport News Nuclear BWXT Los Alamos (N3B) manages the 10-year, $1.38 billion Los Alamos Legacy Cleanup Contract for the U.S. Department of Energy, Office of Environmental Management, Los Alamos Field Office.

N3B is a limited liability company owned by Huntington Ingalls Industries (HII) Nuclear and BWX Technologies, joined by our critical subcontractors Longenecker and Associates and Tech2 Solutions.

N3B brings operational discipline, proven approaches and predictable results to the Los Alamos Legacy Cleanup Contract.

This position is located in Los Alamos, New Mexico (Onsite).

N3B is looking for a master multi-tasker with excellent communication skills and an upbeat attitude. Candidates should be able to assist management and all visitors to the company by handling office tasks, providing polite and professional assistance via phone, mail, and e-mail, making reservations or travel arrangements, and generally being a helpful and positive presence in the workplace.

To be successful as an Administrative Assistant, candidates should be professional, polite, and attentive while also being accurate. They should always be prepared and responsive, willing to meet each challenge directly. Administrative Assistants must be comfortable with computers, general office tasks, and excel at both verbal and written communication. Most importantly, Administrative Assistants should have a genuine desire to meet the needs of others.

This is a deployed position assigned to an N3B program organization.

Depending on N3B Administrative Assistant skill sets and resource needs, N3B reserves the right to reassign Administrative Assistant employees to other organizations within the company on an as needed basis. Additionally, N3B reserves the right to modify, change, add, position duties and/or positions if deemed appropriate for budget, operational, or other determining factors as determined by management.

• Greet visitors or callers and handle their inquiries or direct them to the appropriate persons according to their needs
• Coordinate conferences, meetings, or special events, such as luncheons
• Schedule and confirm appointments for clients, supervisors and departmental staff
• Arrange conference, meeting, or travel reservations for office personnel
• Establish work procedures or schedules and keep track of the daily work of departmental staff
• Learn to operate new office technologies as they are developed and implemented
• Operate office equipment, such as computers, copiers, or phone systems and arrange for repairs when equipment malfunctions
• Set up and manage paper or electronic filing systems, recording information, updating paperwork, or maintaining documents, such as attendance records, correspondence, or other material
• Serve as a record custodian
• Produce and distribute correspondence memos, letters and forms
• Submit and reconcile expense reports
• Operate electronic mail systems and coordinate the flow of information, internally or with other organizations.
• Compose, type, and distribute meeting notes, routine correspondence, or reports, such as presentations or expense, statistical, or monthly reports.
• Maintain supplies inventory by checking stock to determine inventory level; anticipating needed supplies; placing orders for supplies; verifying receipt of supplies
• Receive, sort, and distribute mail
• Conduct searches to find needed information, using such sources as the Internet
• Monitor the purchasing process of departmental expenditures utilizing a purchasing card or requisitions.
• Complete forms in accordance with company procedures
• Prepare and assist with department presentations
• Provide services to customers and departmental staff, such as order placement or account information.
• Complete travel and employee reimbursements
• Provide training and orientation to new staff within the department
• Manage projects or contribute to team effort by accomplishing related results as needed
• Handle…