Sr Admin Assistant

Brookhaven National Laboratory•Upton, NY

1d•Onsite

About The Position

Co-design Center for Quantum Advantage (C2QA) at Brookhaven National Laboratory (BNL) is a U.S. Department of Energy (DOE) funded National Quantum Information Science Research Center. C2QA is a 28-institution collaboration led by BNL, advancing materials and modular quantum architectures to enable scalable, fault-tolerant quantum systems. BNL’s Energy Sciences Department (ES) conducts multidisciplinary research spanning across chemistry, condensed matter physics, materials science, nanoscience, and quantum information science in support of the DOE Office of Science mission. C2QA is seeking a Senior Administrative Assistant to provide high-level support to the C2QA and Energy Sciences Director’s Office and external partners. This position will primarily support C2QA (~75%), with additional responsibilities supporting the Energy Sciences Department (~25%). In this role, you will serve as a senior administrative partner to the C2QA and Energy Sciences Director, coordinating priorities and driving execution across a complex, multidisciplinary research environment. Working closely with the C2QA Chief Operating Officer (COO) and Energy Sciences Assistant Director for Program Operations, you will connect people, information and processes to ensure that key activities, decisions, and deliverables move forward effectively.

Requirements

Bachelor's degree in a related business field or equivalent experience, generally based on the basis of 2:1 (experience: college) years, plus 7 years related work experience in administrative or related business fields.
Must demonstrate excellent training in office management and administration for contemporary workplace requirements, plus ten years of experience in substantive and relevant administrative, secretarial, clerical, or other responsible work which provides evidence of the knowledge, skills, and abilities necessary to successfully perform the duties of the position.
An associate or bachelor’s degree with coursework, or training, specifically related to the position requirements may offset qualifying experience of 2:1 (experience : college) years.
Demonstrated ability to coordinate complex activities involving multiple organizations, stakeholders, and competing priorities, with a high degree of independence, judgement, and follow through.
Demonstrated proficiency in Microsoft Office Suite, SharePoint, Zoom, survey platforms, and other collaborative technologies.
Strong project management and decision-making skills with the ability to lead projects by influence and through collaboration.
Excellent communication and interpersonal skills, including written correspondence, confidentiality, problem-solving, and the ability to work effectively with a diverse group of scientific and technical staff.
Demonstrated commitment to fostering a safe, inclusive, compliant, and professional work environment.

Nice To Haves

Bachelor’s Degree
Experience working in a research and development center at a national laboratory or similar scientific environment, supporting the administrative needs of research scientists.
Proven ability to investigate and resolve operational or administrative matters on behalf of management with discretion and initiative.
Demonstrated experience organizing and managing the logistics of major events, such as large committee meetings or workshops.
Familiarity with BNL’s Guest Management System (G.M.S.) and Training Management System (TMS) and the Guest, User, Visitor (GUV) center policies.
Knowledge of Laboratory procedures, DOE requirements, and federal administrative policies.

Responsibilities

Serve as the administrative business partner to the C2QA and ES Director, providing executive-level support and coordination, including confidential matters.
Manage a complex executive calendar for the C2QA and ES Director, coordinating priorities across Laboratory Leadership, DOE, and external partners.
Coordinate travel authorizations (domestic and foreign), expense reports, and miscellaneous payments on behalf of the C2QA and ES Director, COO, and external members.
Coordinate major C2QA reporting and data submissions, including budget requests, year-end reporting, and DOE/C2QA review materials by driving schedules, collecting input across contributors, tracking deliverables, and ensuring timely and accurate submission.
Independently coordinate responses to time-sensitive requests for information, planning, and administrative action, exercising judgement in prioritizing and escalating issues as appropriate.
Ensure all C2QA and ES administrative functions operate efficiently and in compliance with Laboratory policies.
Track and maintain data for the C2QA program including publications (including data entry into the Scientific and Technical Information (STI) system) and Intellectual Property.
Liaison between C2QA/ES leadership and stakeholder relations and web services on communications (i.e., press releases & media), external and intranet website content, and create review timelines to ensure content is ready for senior level review.
Oversee the logistics of major C2QA events, such as large All-Hands meetings and Workforce Development programs (i.e., Quantum Thursday’s Seminar Series, trainee summer courses, career fair, onboarding/offboarding of postdocs and students, disseminating center announcements - etc. – both in-person and virtual) as well as coordinating ES All-Hands meetings and other events.
Oversee guest registrations for both C2QA and ES areas, ensuring timely approval and compliance with BNL access requirements.
Serve as the point of contact for records management, conference room reservations, workspace coordination, and facility requests (i.e., custodial scheduling, work orders, space assignments for new hires and guests).
Develop, implement, and continuously improve administrative processes and procedures to enhance overall organizational effectiveness.
Build effective working relationships across C2QA partner institutions, Energy Sciences, BNL, DOE stakeholders, and other external partners to coordinate activities and resolve administrative and operational matters.
Coordinate the resolution of complex administrative issues involving personnel, procurement, safety, training, facilities, and other business functions, engaging appropriate SME’s and senior management as needed.