Administrative Assistant - Shared Services

Aalo Atomics•Idaho Falls, ID

2d•Onsite

About The Position

Aalo is seeking a highly organized and dependable Administrative Assistant to serve as a shared resource supporting employees and business functions across the Company. This position will provide day-to-day administrative support while serving as a central point of contact for the storage, organization, access control, and retention of Company documents and information. The successful candidate will be detail-oriented, discreet, service-minded, and capable of handling sensitive business, technical, contractual, and regulatory information in accordance with Company policies and applicable access requirements.

Requirements

High school diploma or equivalent; additional administrative or business training is preferred.
Two or more years of administrative, office, records-management, document-control, or related experience preferred.
Strong organizational skills and exceptional attention to detail.
Ability to manage multiple priorities and meet deadlines.
Excellent written and verbal communication skills.
Proficiency with Microsoft Office, including Outlook, Word, Excel, and Teams.
Ability to learn and consistently use document-management, data-room, and access-control systems.
Ability to handle confidential information with discretion.
Ability to work collaboratively as a shared resource across multiple departments.
Must be able to work on-site in Idaho Falls, Idaho.
U.S. citizenship is required for this position because the role may involve access to information or facilities subject to U.S. citizenship-based security or regulatory requirements.
Based in the United States
Willing to work on-site in Idaho Fall, ID

Nice To Haves

Experience supporting engineering, manufacturing, energy, nuclear, defense, technology, or other regulated industries.
Experience with contract repositories, data rooms, records-management systems, or document-control procedures.
Familiarity with access permissions, information classification, export-control restrictions, or controlled-document handling.
Experience coordinating travel and administrative support for executives or technical teams.
Experience working in an environment requiring strict confidentiality and adherence to written procedures.

Responsibilities

Maintain organized electronic and physical document repositories.
Serve as the central point of contact for storing, organizing, retrieving, and retaining Company documents.
Apply established naming, filing, version-control, retention, and disposition practices.
Coordinate document uploads, indexing, and maintenance across approved Company systems.
Help segregate documents and information based on confidentiality, export-control, regulatory, contractual, and role-based access requirements.
Confirm that documents are shared only with personnel who have appropriate authorization and a legitimate business need.
Maintain access lists, permissions records, and document-retention logs as directed.
Assist with periodic document audits, records clean-up, and retention reviews.
Escalate suspected unauthorized access, misfiled information, missing records, or other information-management concerns to the appropriate manager or security contact.
Handle confidential, proprietary, export-controlled, and other sensitive information responsibly.
Book and coordinate business travel, lodging, transportation, and related arrangements.
Prepare, copy, scan, print, bind, distribute, and archive documents.
Schedule meetings, coordinate conference rooms, and support meeting logistics.
Assist with preparation of presentations, reports, correspondence, forms, and other business materials.
Support onboarding, visitor coordination, office administration, and general workplace needs.
Help maintain office supplies, equipment, and administrative records.
Provide administrative support to multiple departments and team members as business needs require.
Perform other related duties and special projects as assigned.