Administrative Assistant

Idaho National Laboratory • Idaho Falls, ID

3d • $23 - $38 • Onsite

About The Position

Idaho National Laboratory is hiring an Administrative Assistant to work on our Talent Development team. Our team works a 9x80 schedule located out of our REC facility with every other Friday off. Talent Development partners with every level of the organization — from frontline employees to senior leaders — to build the capabilities INL needs to deliver world-class science and innovation. Our team brings together learning design, organizational development, facilitation, and analytics to create development experiences that are practical, scalable, and tied to real performance outcomes. Reporting to the department manager, this role requires a high level of professionalism, discretion, and organizational and communication skills, adaptability, and drive while managing diverse tasks and priorities with composure. The successful candidate will play a key role in ensuring seamless day-to-day operations by coordinating schedules, managing communications, and assisting with critical projects, all while fostering a collaborative and efficient workplace.

Requirements

• Level 3: Graduation from high school or equivalent and a minimum of 4 years of relevant working experience.
• Relevant experience commensurate with level.
• Experience providing administrative support in a professional office environment, including coordinating logistics, following established procedures, and delivering direct support to technical staff such as scientists, managers, and leadership
• 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.

Benefits

• Medical, Dental, Vision, and Flexible Spending Accounts
• 401(k) with a 4.2% employer contribution and up to 4.8% match (regular positions) or self-contribute access (postdoctoral positions)
• Paid time off (personal leave)
• Employee Education Program (tuition assistance for eligible positions)
• Comprehensive Relocation Package

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: High school or GED