Administrative Assistant

Position Location:

This position is located in Los Alamos, New Mexico.

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.
• Use computers for various applications, such as database management or word processing.
• Operate office equipment, such as fax machines, 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.
• Operate electronic mail systems and coordinate the flow of information, internally or with other organizations.
• Schedule and confirm appointments for clients, customers, or supervisors.
• Maintain scheduling and event calendars.
• Compose, type, and distribute meeting notes, routine correspondence, or reports, such as presentations or expense, statistical, or monthly reports.
• Complete forms in accordance with company procedures.
• Conduct searches to find needed information, using such sources as the Internet.
• Open, read, route, and distribute incoming mail or other materials and answer routine letters.
• Learn to operate new office technologies as they are developed and implemented.
• Order and dispense supplies.
• Monitor the purchasing process of departmental expenditures utilizing a purchasing card or requisitions.
• Establish work procedures or schedules and keep track of the daily work of departmental staff.
• Provide services to customers, such as order placement or account information.
• Arrange conference, meeting, or travel reservations for office personnel.
• Complete travel and employee reimbursements.
• Provide training and orientation to new staff within the department.
• Manage projects or contribute to committee or teamwork.
• Coordinate conferences, meetings, or special events, such as luncheons.

• Extensive knowledge in specialized functions. A wide and comprehensive acquaintance with and understanding of both general and specific aspects of the job and their practical application to complex problems and situations ordinarily encountered.
• Ability to follow written and oral instructions.
• Work effectively as a team member and individually.
• Exhibit sound judgment and good listening skills.
• Maintain confidentiality to sensitive matters.
• Must be willing to cover other shifts and assignments as required.
• Establish and implement effective office procedures.
• Communicate effectively and professionally with internal and external customers.
• Computer and software skills:
  You should be comfortable using Microsoft Office, email, and the internet.
• Multitasking skills:
  The ability to juggle several demands at once.
• Organizational skills:
  You must be…