Administrative Assistant

Idaho National Laboratory•Idaho Falls, ID

2d•Onsite

About The Position

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.

Requirements

Graduation from high school or equivalent and 4 years of relevant experience as an administrative assistant.
Excellent verbal and written communication 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 and demonstrated proficiency with Microsoft Office tools (Word, Excel, PowerPoint, Outlook) with the ability to create charts, graphs, and formatted documents.
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.
Demonstrated written and verbal communication skills, with proven ability to interact professionally with internal and external stakeholders.

Responsibilities

Compose, type, edit, and proofread a variety of documents, reports, and correspondence.
Design and create charts and graphs for oral presentations.
Initiate and respond to correspondence of both routine and non-routine nature.
Address problems/inquiries and complete periodic and special reports.
Order supplies by generating requisitions through company-provided systems.
Serve as the Point of Contact (POC) and escort for vendors performing maintenance on office equipment.
Receive, refer, and/or answer mail, walk-in, and telephone inquiries regarding organization activities.
Efficiently manage and coordinate multiple calendars/schedules with accuracy and prioritize time management needs.
Proactively resolve scheduling conflicts and coordinate collaborative meetings.
Support office operations by coordinating requests for information or providing general direction to others across INL.
Coordinate travel accommodations for the organization and prepare travel expense records.
Handle project classified and unclassified sensitive data and materials according to protocol while maintaining vigilance against security infractions and violations.
Advise managers and personnel in making decisions to retain, store, or destroy organization records, ensuring special record-keeping requirements are met for various record classifications.
Maintain office records and files, ensuring confidentiality and security of sensitive and controlled documents.
Coordinate logistical space needs and onboarding of new employees.
Facilitate phone/move requests, and other maintenance and service requests for employees.
Manage property and space.
Monitor the status of critical items, assignments, and deadlines to ensure timely completion.
May escort un-cleared visitors as requested.