Cleared Senior Management Assistant - ND Component Engineering, Onsite

Sandia Corporation • Albuquerque, NM

61d • Onsite

About The Position

The ND Component Engineering Center is searching for a dynamic and proactive Senior Management Assistant (SMA) to support the center Director and enhance the overall operations of the center. This pivotal role involves managing the Director's complex calendar and coordinating travel arrangements related to Center Business, Program, and Laboratory responsibilities. As the 8400 SMA, you will play a crucial role in fostering effective relationships with a diverse range of internal and external stakeholders. Your responsibilities will include prioritizing and organizing meetings across the full spectrum of Center 8400 work locations and customers. You will also track action items, anticipate upcoming priorities, and manage communications with all levels of management at Sandia, NNSA, and various federal and non-federal agencies. Your expertise will be essential in generating correspondence, developing agendas, and maintaining organized files. In this role, you will collaborate closely with the 8400 Director, Senior Managers, Senior Engineers, and their Office Management Assistants. Your skills will be vital in ensuring that business needs are met efficiently, often under tight deadlines. Key responsibilities include establishing effective office management practices and minimizing the Director's involvement in matters that can be handled by you or other team members. You will also facilitate teamwork among the center's Office Management Assistants, providing mentorship and resolving administrative support issues as they arise. Additionally, you will work alongside Division 8000 personnel to support California site activities and ensure seamless coverage of the ALD office. Your assistance may also extend to other Directors as needed. Due to the nature of the work and the Center's business model, the selected applicant must be able to work onsite, in California, full time. Join us at the ND Component Engineering Center, where your contributions will directly impact our mission in Nuclear Deterrence. If you are ready to take on this exciting challenge, we encourage you to apply!

Requirements

• High school diploma plus five or more years of relevant experience; or equivalent combination of education and experience.
• Active DOE Q security clearance with the ability to obtain Sigma 15 access, which is required (Note Sigma 15 access may require a polygraph).

Nice To Haves

• Previous SMA experience at Sandia.
• Proficiency with common office software for word processing, spreadsheets, presentations, and collaboration.
• Demonstrated ability to team effectively with managers, staff, other senior management assistants, office management assistants, and executive assistants.
• Proven experience managing and prioritizing multiple tasks and working independently.
• Excellent verbal and written communication abilities, customer service skills, and attention to detail.
• Ability to develop and propose efficiency and/or tool improvements.

Responsibilities

• Maintain the Director's calendar and coordinate meetings.
• Arrange travel, process expense reports, and reconcile corporate credit card statements.
• Set up and coordinate customer visit meetings.
• Manage office functions, including office moves.
• Manage Center property inventories and related actions.
• Handle classified artifacts in the Director's suite.
• Coordinate signature items and maintain the electronic signature database.
• Oversee Center records, such as Non-Disclosure Agreements.
• Execute requirements for in-person, virtual, and hybrid meetings.
• Process incoming and outgoing unclassified visits and manage logistics.
• Lead initiatives and corporate processes, including property coordination and Ethics training.
• Maintain and monitor the center's training records.
• Handle multiple tasks simultaneously with attention to detail in a fast-paced environment.
• Mentor and lead the Center administrative team.
• Organize Center All-Hands Meetings, Manager Meetings, and special recognition ceremonies.
• Serve as a resource for organizational policies and procedures.
• Provide backup support for the Division 8000 EA as needed.
• Capture and track action items for the Business Administrative Team.
• Exercise discretion and judgment when dealing with high-level contacts and sensitive information.
• Model professionalism and a helpful demeanor.
• Anticipate challenges and opportunities proactively.
• Assist in preparing presentations and written communications at the Center level.
• Respond to and coordinate urgent customer requests and concerns.
• Manage the Director's email queue.
• Lead the coordination of community-building events.
• Provide training and support to other Administrative Professionals as needed
• Serve as a center-wide resource and role model for Administrative Professionals
• Assist in hiring, onboarding, and training new Administrative Professionals
• Foster team collaboration across the Labs

Benefits

• Generous vacation, strong medical and other benefits, competitive 401k, learning opportunities, relocation assistance and amenities aimed at creating a solid work/life balance

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Industry: National Security and International Affairs
• Education Level: High school or GED
• Number of Employees: 5,001-10,000 employees