Administrative Assistant

About the role

Idaho National Laboratory's research teams depend on flawless operational support to focus on breakthrough discoveries. As an Administrative Assistant, you'll provide the organizational expertise that keeps complex projects moving forward, ensuring scientists and engineers have the administrative foundation they need to advance nuclear technology and national security initiatives.

Responsibilities

• Compose, type, edit, and proofread a variety of documents, reports, and correspondence.
• Design and create charts and graphs for oral presentations.
• Initiate and respond to correspondence of both routine and non-routine nature.
• Address problems and inquiries; complete periodic and special reports.
• Order supplies by generating requisitions through company-provided systems.
• Serve as the Point of Contact (POC) and escort for vendors performing maintenance on office equipment.
• Receive, refer, and/or answer mail, walk-in, and telephone inquiries regarding organization activities.
• Efficiently manage and coordinate multiple calendars and schedules with accuracy, prioritizing time management needs.
• Proactively resolve scheduling conflicts and coordinate collaborative meetings.
• Support office operations by coordinating requests for information or providing general direction across INL.
• Coordinate travel accommodations and prepare travel expense records.
• Handle project classified and unclassified sensitive data and materials according to protocol while maintaining vigilance against security infractions.
• Advise managers and personnel on records retention decisions, ensuring special record-keeping requirements are met for various record classifications.
• Maintain office records and files, ensuring confidentiality and security of sensitive and controlled documents.
• Coordinate logistical space needs and onboarding of new employees, including phone/move requests and other maintenance/service requests.
• Manage property and space.
• Monitor the status of critical items, assignments, and deadlines to ensure timely completion.
• May escort un-cleared visitors as requested.

Requirements

• Graduation from high school or equivalent and 4 years of relevant experience as an administrative assistant.
• Excellent verbal and written communication skills.
• Experience prioritizing competing assignments and proactively anticipating organizational needs.
• Experience coordinating or supporting projects, including gathering information, tracking progress, and preparing summary materials.
• Demonstrated proficiency with Microsoft Office tools (Word, Excel, PowerPoint, Outlook), with the ability to create charts, graphs, and formatted documents.
• Experience coordinating complex calendars, meetings, and logistics across multiple organizations or stakeholders.
• Experience managing sensitive, confidential, or controlled documents in accordance with established protocols.
• Experience preparing polished, error-free correspondence, reports, and presentations.
• Proven ability to interact professionally with internal and external stakeholders.

Physical Requirements

• Frequently required to stand, walk, sit, bend, operate a computer keyboard, handle materials, or reach with hands and arms.
• Duties require sitting for long periods, accessing stored file boxes and file cabinets, and moving and organizing physical file materials.
• Must occasionally lift up to 35 pounds.
• Specific vision abilities required include close vision, distance vision, depth perception, and the ability to adjust focus for research and material inspection.
• Sufficient clarity of speech and hearing to discern verbal instructions and communicate effectively in person, by telephone, or electronic mail.
• Works in an office setting where the noise level is usually moderate.

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Pay

The pay range for this position is $22.93 - $37.82 per hour. Compensation decisions are determined using factors such as education, relevant experience, and other credentials.

Schedule

This role follows a 9x80 schedule located out of the REC facility, with every other Friday off.

Benefits

• Medical, Dental, Vision, and Flexible Spending Accounts.
• 401(k) with a 4.2% employer contribution and up to 4.8% match (regular positions) or self-contribute access (postdoctoral positions).
• Paid time off (personal leave).
• Employee Education Program (tuition assistance for eligible positions).
• Comprehensive Relocation Package.

Benefit eligibility is subject to multiple factors, including employment status and position classification.