HR-Business Services Administrative Assistant

At Jefferson Lab, you’ll champion cutting-edge science and operational excellence while shaping the future of discovery. Join us and make your mark – where excellence meets purpose, and great minds truly matter.

About the role

Seeking a highly skilled, organized and discreet Administrative Assistant to support executive leaders within the Human Resources and Business Services divisions. This role performs advanced administrative, operational and coordination duties, including managing complex calendars, organizing high-priority meetings, preparing briefings and executive correspondence, and coordinating cross-functional initiatives. The ideal candidate demonstrates exceptional professionalism, sound judgment, and the ability to anticipate needs in a fast-paced environment. This position routinely interfaces with staff, management, directorate members, users, students, and job applicants across the laboratory community.

Responsibilities

• Provides a broad range of administrative support to the CHRO and Associate Laboratory Director, Business Services, and on occasion, members of the Director's Office. Areas of support include:
  • Scheduling meetings, managing logistics, meeting requests
  • Drafting correspondence
  • Preparation of expense reports
  • Scheduling travel
  • Interacting with high value candidates during the recruiting process
  • Establishing and maintaining electronic databases and files
  • Preparing presentation material
• Prime Contract Management coordinator and ensures all contract modifications are electronically cataloged and updated for ease of access for SURATech Corporate, Lab Director's Office and others with a need-to-know basis.
• Provides leadership to build interdepartmental relationships crucial to the success of the organization, and manages a variety of special projects, some of which may have organizational impact.
• Prioritizes conflicting needs; handles matters expeditiously, proactively, and follows-through on assignments to successful completion, often with time sensitive deliverables.
• Reviews existing processes and content, providing suggestions on more efficient ways to complete activities, develops process maps and works with colleagues to improve workflow without compromising quality.
• Researching and conducting data to prepare documents for review and presentation for the SURATech Boards of Directors, Committees, and other executives.
• Supports various lab-wide impact projects and reviews as they are scheduled. Requires coordination with various staff across the lab, to include senior management, Directorate and others.

Requirements

• 7 or more years relevant experience required
• Experience exercising discretion and confidentiality with sensitive company information
• Associate's Degree in a related field required; education above the minimum may be substituted for experience

Skills

• Excellent verbal and written communication skills, especially with official correspondence documents
• Detailed oriented
• In-depth understanding of entire MS Office suite, along with social media platforms
• Excellent organizational skills with an ability to think proactively and prioritize work
• Resourceful; knows how to navigate the formal and informal channels to obtain needed information to gather all facts and make informed decisions or provide detailed options for consideration
• Anticipates needs of staff, is proactive in offering solutions or identifying resources to ensure task completion
• Ability to handle confidential information with discretion, be adaptable to various competing demands, and highest level of customer service and response

About Jefferson Lab

Join a community with a common purpose of solving the most challenging scientific and engineering problems of our time. The Jefferson Lab campus is located in southeastern Virginia amidst a vibrant and growing technology community. A career at Jefferson Lab is more than a job. You will be part of “big science” and work alongside top scientists and engineers from around the world unlocking the secrets of our visible universe. Managed by SURATech, LLC, Thomas Jefferson National Accelerator Facility is entering an exciting period of mission growth and is seeking new team members ready to apply their skills and passion to have an impact.

Pay

The good-faith pay range for this role is $52,300 - $70,300 per year. Actual compensation may vary and may be above the posted range based on factors such as a candidate's skills, experience, education, certifications, and work location.

Benefits

• Medical, Dental, and Vision Care Plans
• Flexible Spending Accounts
• Paid Time-off and Leave Programs (Paid Parental, vacation, holidays, and sick leave)
• 401(k) Plan – 9% Lab Contribution; 100% vested
• Flexible Work Arrangements (Remote & Alternate Work Schedules available)
• Tuition Assistance, Training and Professional Development Programs
• Live near the waterways of the Chesapeake Bay region with access to nearby beaches, mountains, and all major metropolitan centers on the East Coast