Administrative Assistant 4

What You Will Do

The Associate Laboratory Directorate for Physical Sciences (ALDPS) is seeking an experienced and highly adaptable administrative professional with advanced-level administrative expertise to serve in a directorate-wide administrative coverage role. This position is designed to initially be a "floater," providing short-term backfill administrative support assignments to different ALDPS organizations based on vacancies, workload demands, and operational needs. Assignments may include group offices, division offices, program offices, national user facilities, and/or the directorate office.

This role offers a unique opportunity to gain broad exposure across a large and diverse directorate of R&D and operational organizations and will lead to placement in a dedicated assignment for one organization within ALDPS, based on performance and organizational needs.

This role requires a high degree of flexibility, initiative, and independent judgment. The selected candidate must be able to quickly integrate into new teams, assess organizational needs, and provide seamless administrative support with minimal supervision in fast-paced and evolving environments. The successful candidate will also serve as a trusted resource to leadership and administrative staff, applying expert knowledge of administrative practices, policies, and procedures while helping ensure consistency and efficiency across organizations.

Administrative Assistant 4

• Providing short- and long-term backfill support to ensure continuity of administrative operations across ALDPS organizations.
• Transitioning between assignments and adapting quickly to varying leadership styles, office processes, and organizational priorities.
• Coordinating complex calendars, meetings, conferences, high-level visits, and domestic and foreign travel.
• Preparing, proofreading, and distributing correspondence, reports, and briefing materials.
• Tracking, prioritizing, and managing incoming and outgoing communications and action items.
• Maintaining filing systems in accordance with Laboratory requirements.
• Serving as a timekeeper and supporting administrative business processes, as needed.
• Serving as a point of contact and resource for administrative policies, procedures, and best practices.
• Providing guidance or informal mentorship to administrative staff and identifying opportunities to improve processes and consistency across organizations.
• Potentially serving as a visitor escort, procurement representative, and/or key custodian.
• Handling sensitive and/or classified information with discretion.

• Significant experience providing advanced-level administrative support in complex, fast-paced office environments.
• Demonstrated ability to quickly acclimate to new organizations, priorities, and leadership expectations, and deliver high-quality support with minimal direction.
• Demonstrated ability to exercise independent judgment, prioritize competing demands, and manage multiple tasks in dynamic environments.
• Strong written and verbal communication skills, including advanced proofreading and preparation of professional correspondence, reports, and briefing materials.
• Experience coordinating complex calendars, meetings, travel, and tracking action items.
• Demonstrated ability to serve as a resource on administrative policies, procedures, and best practices.
• Proficiency with standard office software and business systems.
• Ability to obtain and maintain a "Q" clearance (U.S. citizenship normally required).

Position requires a High School Diploma and 5 years related experience; or, an equivalent combination of education and experience directly related to the occupation. At this level, additional training, certification, and/or education may be desirable.

• Knowledge of Laboratory organizational structure and administrative policies and procedures.
• Experience supporting senior leadership.
• Experience with LANL systems such as Oracle Time and Effort, Ariba, Concur, UTrain, and related business systems.
• Current LANL Designated Procurement Representative and/or Purchase Card Holder.
• Experience mentoring or providing guidance to other administrative professionals.

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

Regular appointment employees are required to serve a period of continuous service in their…