Administrative Assistant

What You Will Do

The Sigma Division Office is looking for an Administrative Assistant 4 to join our dynamic and expanding team. We are seeking an energetic, highly proficient administrator to provide support to our managers and staff while serving as the first point of contact for visitors, officials, and upper management. The successful candidate will have a customer focused approach to administrative responsibilities and work independently with minimal supervision, establish and balance priorities, be capable of handling personnel and sensitive matters with tact and discretion, and effectively communicate with all levels of staff while maintaining a positive attitude and creating a professional work atmosphere.

• Managing calendars for the Sigma Ops Group management leaders; including related decision-making and prioritization.
• Processing administrative duties such as travel (domestic/foreign), procurement, time & labor, office and lab space coordination, office supply orders, conference room management, etc.
• Provide support in processing Human Resource actions such as submitting job postings, maintaining job postings, extend offer requests, new position creation, and guest agreements. Assisting with interviews/new hire coordination.
• Provide oversight of the administrative functions and management of the office. Prioritizing and tracking tasks to completion.
• Manage incoming/outgoing correspondence. Preparing, composing, and editing documents and memos.
• Onboarding of visitors includes preparing documentation, badge appointments, clearance transfers.

• Extensive and proven competence in providing high-level administrative support in a busy office environment.
• Excellent oral, written and interpersonal communication skills, including proofreading, grammar, spelling, punctuation, accuracy, and attention to detail.
• Demonstrated ability to organize, prioritize, and follow-through to complete multiple tasks, often under strict deadlines, frequent interruptions, and changing priorities.
• Demonstrated ability to coordinate multiple calendars (both personal and conference room) with complex schedules.
• Ability to carry out job responsibilities with minimal supervision, demonstrating initiative, tact, and discretion with confidence.
• Ability to effectively interact in a team environment and interact with all levels of management, customers, internal and external personnel.
• Excellent computer skills in Microsoft Suite (Outlook, Word, Excel, PowerPoint, Teams) and similar tools.
• Excellent record of professional behavior, dependability, availability, and punctuality.
• Ability to obtain Q‑clearance, which normally requires U.S. Citizenship.

• Experience with LANL Lab-wide systems (Oracle E-Business Suite, Concur, Ariba, FVTS) and SharePoint.
• Demonstrated experience with processes and systems for hosting external visitors, including foreign national visitors.
• Thorough knowledge and in-depth understanding of the Laboratory organizational structure, operations, policies, and administrative systems.
• Active Q clearance.

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

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 current position in order to be eligible to apply for posted jobs throughout the Laboratory. If an employee has not served the time required, they may only apply for Laboratory jobs with the documented approval of their Division Leader. The position commitment for this position is 1 year.

• PPO or High Deductible medical insurance with the same large nationwide network
• Dental and vision insurance
• Free basic life and disability insurance
• Paid childbirth and parental leave
• Award-winning 401(k) (6% matching plus 3.5% annually)
• Learning opportunities and tuition assistance
• Flexible schedules and time off (PTO and holidays)
• Onsite gyms and wellness programs
• Ex…