Executive Administrator

Allegheny Science & Technology•Idaho Falls, ID

7d•Onsite

About The Position

Allegheny Science & Technology (AST) is seeking an experienced Executive Administrator to support the Department of Energy (DOE) Idaho Operations Office (DOE-ID) Safeguards and Security (S&S) Division in Idaho Falls, ID. The position provides executive-level administrative, organizational, and operational support to division leadership and staff. The ideal candidate has strong organizational and communication skills, handles sensitive information discreetly, and manages competing priorities in a fast-paced federal environment. The role includes coordinating leadership calendars, meetings, briefings, conferences, and official government travel; preparing and processing administrative documents; maintaining classified and unclassified records; tracking action items and reporting requirements; and supporting division logistics and leadership as needed. Occasional after-hours assistance for urgent travel requirements may be required.

Requirements

Minimum of five years of progressive executive administrative experience.
Active DOE Q clearance.
Advanced proficiency in Microsoft Office Suite, including Word, Excel, PowerPoint, and Outlook.
Proficiency with Adobe Acrobat Pro, Concur Government Travel, and electronic records management systems.
Excellent written and verbal communication skills with strong attention to detail.
Ability to manage multiple priorities, coordinate complex schedules, and work independently with minimal supervision.
Strong interpersonal skills, professionalism, and discretion when handling sensitive and classified information.
U.S. citizenship is required.

Nice To Haves

Bachelor's degree in a relevant field preferred.
Previous experience providing executive administrative support within a federal government agency or national security program.
Familiarity with federal travel regulations, government correspondence procedures, and classified records management requirements.

Responsibilities

Manage and coordinate executive calendars, schedules, meetings, briefings, and conferences for division leadership and management officials.
Coordinate official government travel arrangements, including transportation, lodging, itineraries, travel authorizations, expense vouchers, and reconciliation using Concur.
Prepare, proofread, format, and process official correspondence, memorandums, reports, presentations, and other administrative documents.
Maintain and organize classified and unclassified records, electronic filing systems, and document management processes in accordance with applicable federal requirements.
Coordinate incoming and outgoing correspondence, mail, and packages, ensuring proper handling of sensitive and classified materials.
Track division-wide action items, assignments, deliverables, and reporting requirements to support timely completion.
Coordinate meetings, executive visits, conference room reservations, visitor access requests, and related administrative logistics.
Maintain organizational charts, personnel rosters, emergency contact lists, and other division administrative records.
Compile and consolidate activity reports, performance metrics, and executive summaries for leadership review.
Assist with government travel card administration, account maintenance, and transaction reconciliation.
Provide additional administrative and operational support to division leadership as needed, including occasional after-hours assistance for urgent travel requirements.