Job Details

Administrative Assistant

Idaho National Laboratory's External Engagement & Communications directorate is hiring an Administrative Assistant to support the Tours, Hosting & Protocol team and report to the Tours, Hosting & Protocol manager, with no direct reports. This on-site role follows a 9x80 schedule with every other Friday off and is based at INL's CMESIC facility in Idaho Falls. You will assist with scheduling, planning, coordination, and execution of INL visits and events.

This position requires knowledge of business etiquette and basic computer skills. This self-sufficient, detail-oriented administrative assistant must be organized, have the ability to keep multiple events moving, and to review multiple agendas and work through scheduling conflicts when necessary. The role requires interacting with VIPs and guests and the administrative assistant must be punctual, responsive and customer-service oriented.

Essential Job Functions and Responsibilities

• Support tours paperwork processing and maintain accurate records.
• Monitor and triage shared team inboxes (tours, protocol, events) and respond appropriately to routine inquiries.
• Maintain team calendars and facility calendars; proactively resolve scheduling conflicts and coordinate collaborative meetings.
• Obtain and manage a purchase card to order event materials and food within budget and per-diem guidelines.
• Coordinate travel arrangements and prepare travel expense records when needed.
• Compose, edit, and proof a variety of documents and correspondence; prepare charts/graphs for presentations.
• Maintain office records and files; handle sensitive information in accordance with applicable policies and controls.
• Track critical items, assignments, and deadlines to ensure timely completion; support onboarding logistics and space coordination for new employees.
• Escort un-cleared visitors as required and support deliveries to facilities (e.g., ATR/MFC) during peak demand periods.

Required:

• Level 2: Graduation from high school or equivalent and (2) years of related experience.
• Level 3: Graduation from high school or equivalent and (4) years of related experience.
• Relevant experience commensurate with level.
• Valid driver's license; duties may include driving visitors or supplies in a government vehicle.
• Demonstrated experience managing multiple calendars, customer service, and careful handling of paperwork; familiarity with confidentiality practices.
• Flexible schedule on occasion with advanced notice (early mornings before 7:30 a.m.; late evenings after 5:30 p.m.).
• Ability to be away from office desk during events (driving to site, escort walking tours, making deliveries).

Physical Requirements:

The employee is frequently required to stand, walk, sit, bend, operate a computer keyboard or type, handle materials, or reach with hands and arms performing the essential functions of the classification. The duties require sitting for long periods, accessing stored file boxes and file cabinets, and moving and organizing physical file materials. The employee must occasionally lift 35 pounds. Specific vision abilities required by this classification include close vision, distance vision, depth perception and ability to adjust focus, conduct research and inspect materials. Sufficient clarity of speech and hearing abilities required by this classification includes those which permit the employee to discern verbal instructions, communicate effectively in person, by telephone or electronic mail. While performing the duties of this classification, the employee works in an office setting where the noise level in the work environment is usually moderate. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Job Information: Idaho National Laboratory is hiring an Administrative Assistant to work on our CMESIC (Critical Materials and Energy Systems Innovation Center) team. Our team works a 9x80 schedule located out of our REC facility onsite in Idaho Falls, Idaho with every other Friday off.

• The pay range for this position is: Level #2 ($18.02 - $27.92) / Level #3 ($20.31 - $32.50). At Idaho National Laboratory compensation decisions are determined using factors such as education, relevant experience, and other credentials.
• Multi-Level: This is a multi-level posting and you will be placed at the appropriate level dependent on depth and breadth of proven experience and skills.