Executive Assistant

Argonne National Laboratory•Lemont, IL

1d•Onsite

About The Position

Photon Sciences (PSC) comprises three research and support divisions centered on the Advanced Photon Source (APS) at Argonne, which provides the brightest storage ring-generated x-ray beams in the Western Hemisphere to more than 5,000 scientists worldwide. The directorate is seeking an Executive Assistant to provide a wide variety of administrative support for two Deputy Associate Laboratory Directors (DALDs) and other leaders within the Photon Sciences (PSC) directorate office with minimal supervision and with considerable degree of initiative.

Requirements

High School and 10+ years’ experience, Associates and 8+ years’ experience, or equivalent
Ability to exercise sound judgment, discretion, and confidentiality in handling sensitive information in a professional manner.
Knowledge of administrative support and record-keeping procedures.
Skill in managing calendars, scheduling appointments, arranging meetings, and coordinating onsite visits of others.
Manage email communications and ensure timely follow-up on priority matters.
Organizational skills including the ability to prioritize workloads, handle multiple priorities and the ingenuity and creativity to solve problems independently while managing time.
Attention to detail required.
Experience in preparing international and domestic travel requests and expense reports.
Skills in composing correspondence, proofreading, taking meeting notes, and preparing and editing publications and reports.
Knowledge of word processing, spreadsheet, database, and presentation software application packages; Microsoft Office applications (Excel, Word, PowerPoint, and Outlook).
Proficiency with SharePoint, or willingness to learn.
Ability to model Argonne’s core values of impact, safety, respect, integrity, and teamwork.
Interpersonal skills, oral and written communication skills, and ability to interact with people at all levels both within and outside the laboratory.

Nice To Haves

Knowledge of Laboratory and Directorate policies, practices, and procedures.
Knowledge of Argonne applications FAVOR, Concur, PARIS, and PANDA.

Responsibilities

Efficiently handle the day-to-day operations and workflow of the directorate office and provide back-up support for the Directorate Executive Assistant to the ALD.
Manage emails and calendars, coordinate and schedule meetings, arrange domestic and international travel, compile and format presentations, and plan and coordinate onsite visits.
Arrange and provide support at meetings, conferences, and workshops.
Coordinate and facilitate large meetings and events for both domestic and international visitors by arranging travel, managing logistics, arranging catering, and assisting with the preparation and production of meeting materials.
May be required to perform other duties as assigned.