Administrative Assistant 4

About the role

The Associate Laboratory Directorate for Simulation, Computing and Theory (ALDSCT) is seeking a highly motivated Administrative Assistant to support the Center for Quantum Computing (CQC).

Responsibilities

• Provide day-to-day administrative support to the CQC staff, collaborating with various organizations and staff.
• Manage multiple priorities, handle sensitive information, and coordinate travel arrangements and reimbursements.
• Coordinate domestic and foreign travel arrangements and reimbursements, manage multiple calendars and complex schedules, and serve as the designated procurement representative.
• Handle onboarding, guest agreements, and Foreign Visit Request responsibilities, and serve as the key/core custodian.

Requirements

• Minimum Job Requirements:
• Administrative Support: Demonstrated proficiency in a complex office environment, proven adaptability, flexibility, cooperation, and willingness to support.
• Organization and Time Management: Organize, prioritize, and follow through on multiple tasks under strict deadlines, with frequent interruptions and changing priorities.
• Computer Skills: Proficiency in MS Office Suite, Sharepoint, MS Teams, Adobe Acrobat, and Lab business systems (Oracle, Ariba, FVTS, Concur, etc.).
• Business Systems: Ability to interpret data and produce professional documents, Excel spreadsheets, and PowerPoint presentations.
• Procurement Systems: Experience with procurement systems, including willingness to hold a corporate purchase card.
• Communication: Excellent verbal and written communication skills, including proofreading, grammar, spelling, punctuation, and customer service skills.
• Personal Leadership: Ability to manage complex calendars and coordinate meetings, and utilize tact, diplomacy, and discretion in handling sensitive information.

Qualifications

• Education/Experience: Requires a High School Diploma and 5 years related experience; or an equivalent combination of education and experience directly related to the occupation.
• Desired Qualifications: Experience in LANL-wide systems, designated Procurement Representative (DPR) experience, advanced knowledge of Laboratory's organizations and administrative policies and procedures, experience with FVTS, ability to obtain Q-clearance, and demonstrated experience managing complex calendars and coordinating meetings.

Benefits

• PPO or High Deductible medical insurance with the same large nationwide network
• Dental and vision insurance
• Free basic life and disability insurance
• Paid childbirth and parental leave
• Award-winning 401(k) (6% matching plus 3.5% annually)
• Learning opportunities and tuition assistance
• Flexible schedules and time off (PTO and holidays)
• Onsite gyms and wellness programs
• Extensive relocation packages (outside a 50 mile radius)