Group Administrative Assistant (E)

Oak Ridge National Laboratory•Oak Ridge, TN

1d•Onsite

About The Position

Oak Ridge National Laboratory is currently accepting applications for the position of Group Administrative Assistant, providing administrative support to science and operations organizations. This is an Evergreen position, meaning applications are continually reviewed to fill potential openings as they arise. The role involves managing information flow, maintaining a professional office ambiance, coordinating complex calendars, organizing visits, supporting recruitment and onboarding, arranging travel and expenses, preparing technical documents, overseeing division processes, planning events, managing requisitions and subcontracts, compiling monthly reports, providing backup support, and participating in special projects. The position requires aligning behaviors with ORNL's core values of Impact, Integrity, Teamwork, Safety, and Service, and fostering a respectful workplace.

Requirements

A HS diploma and at least two years of relevant administrative experience.
Proficiency in administrative software, including Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and Adobe Acrobat. Ability to learn ORNL business systems.
Strong interpersonal and communication skills to interact tactfully with staff and external visitors.
Demonstrated experience in technical document formatting, professional correspondence preparation, and proofreading with a focus on accuracy and clarity.
Ability to manage multiple priorities in a dynamic environment with professionalism and discretion.
Excellent organizational skills and attention to detail.

Nice To Haves

Prior administrative experience in a multi-disciplinary, scientific, or technical setting.
Familiarity with ORNL processes and systems.

Responsibilities

Manage information flow and communications, ensuring alignment with the Division Administrative Assistant and other administrative staff.
Maintain a professional and welcoming office atmosphere, greeting visitors courteously in person or via phone.
Schedule and manage complex calendars, prioritizing appointments, meetings, and conferences.
Organize visits, including travel arrangements, site access, and agenda management in compliance with ORNL guidelines.
Coordinate interview schedules, site access, and onboarding activities.
Arrange domestic and international travel, including reservations, conference registrations, and expense settlement, following ORNL policies.
Format and prepare technical documents, correspondence, and reports with accuracy and professionalism. Conduct grammatical checks, proofread materials, and ensure compliance with organizational standards, requiring exceptional attention to detail.
Oversee key division processes, such as telecommunications coordination, the dosimeter quarterly exchange, and sections organizational charts.
Plan and coordinate on-site and off-site meetings, workshops, conferences, and events.
Ensure adherence to office procedures and organizational guidelines.
Manage requisitions, purchase orders, and subcontracts for the group.
Compile and distribute monthly performance reports.
Provide backup support to the division office and collaborate with other administrative staff as needed.
Participate in and support special projects and assignments as required.