Job Details

Administrative Assistant

Idaho National Laboratory's research teams depend on flawless operational support to focus on breakthrough discoveries, and as an Administrative Assistant, you'll provide the organizational expertise that keeps complex projects moving forward. You'll compose and edit technical documents and presentations, manage multiple calendars with competing priorities, coordinate travel and expense reporting, order supplies, handle classified and sensitive materials according to protocol, and maintain confidential office records and files. Your responsibilities will include advising on records retention decisions, coordinating space needs and employee onboarding, monitoring critical deadlines, and serving as the point of contact for inquiries about organizational activities, ensuring that scientists and engineers have the administrative foundation they need to advance nuclear technology and national security initiatives.

Idaho National Laboratory is hiring a Administrative Assistant to work on our Research Excellence Programs team. Our team works a 9x80 schedule located out of our Idaho Falls facility with every other Friday off.

Essential Job Functions and Responsibilities:

Correspondence & Documentation

• Compose, edit, and proofread correspondence, reports, and other documents; prepare polished, error-free materials for internal and external audiences
• Design charts, graphs, and presentations to support oral briefings
• Receive, refer, and respond to mail, phone, and walk-in inquiries regarding organizational activities

Calendar, Meetings & Travel

• Manage and coordinate multiple complex calendars/schedules across stakeholders; proactively resolve conflicts and prioritize competing demands
• Organize and coordinate meetings, seminars, and workshops, including logistics and follow-up
• Coordinate travel arrangements and prepare related expense records

Office & Administrative Operations

• Order supplies and services through required requisition/ordering systems
• Serve as POC/escort for vendors performing equipment maintenance; may escort uncleared visitors as needed
• Coordinate logistical needs including space planning, employee onboarding, phone/move requests, and property management
• Monitor status of assignments, projects, and deadlines to ensure timely completion
• Support office operations by fielding information requests and providing general direction across the organization
• Maintain accurate, organized office records and files, ensuring confidentiality and security of sensitive/controlled information
• Handle sensitive materials per security protocols, maintaining vigilance against infractions

Project & Team Support

• Coordinate or support projects by gathering information, tracking progress, and preparing summary materials
• Collaborate with colleagues across teams and departments

Technical Skills

• Proficient in Microsoft Word, Teams, Excel, SharePoint, PowerPoint, and OneDrive (formatting, sharing, data extraction, recordkeeping)
• Utilize survey tools such as Qualtrics or Microsoft Forms
• Use AI tools for summarizing meeting minutes and improving team productivity
• Skilled in navigating dashboards to track information and generate reports

Required:

• Level 3: High school diploma or equivalent and 4 years of experience.
• Level 4: High school diploma or equivalent and 6 years of experience.

Preferred:

• Experience with purchase card (P-Card), travel arrangements, and expense consolidation (Concur) is preferred.
• Proficiency in Microsoft Word, Excel, SharePoint, and PowerPoint; including formatting, sharing documents through OneDrive with internal and external audiences, presentation formatting, extracting information and record keeping.
• Familiarity with AI tools to summarize meeting minutes and maximize team productivity
• Excellent written and verbal communication skills
• Excellent organization skills, including managing calendars and organizing meetings, seminars and workshops
• Excellent records-keeping skills
• Experience prioritizing competing assignments and proactively anticipating needs of organization.
• Experience coordinating or supporting projects, including gathering information, tracking progress, and preparing summary materials.
• Experience coordinating complex calendars, meetings, and logistics across multiple organizations or stakeholders.
• Experience managing sensitive, confidential, or controlled documents in accordance with established protocols.
• Experience preparing polished, error-free correspondence, reports, and presentations.

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. The employee must have sufficient clarity of speech and hearing abilities 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:

• The pay range for this position is: Level 3 ($22.93 - $37.82) / Level 4 ($26.36 - $43.48). 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.