Executive Assistant

Idaho National Laboratory (INL) is seeking an Executive Administrative Assistant in the Environmental Science Health and Quality (ESH&Q) directorate. Our team works a 9x80 schedule located out of our Idaho Falls facility with every other Friday off.

The Executive Administrative Assistant will be providing professional administrative support and managing general office functions for the Director. The position will work in direct coordination with ESH&Q directors, managers, and reporting staff. The position will also work with INL's senior leadership team and others. The roles require the capability to independently review, prioritize, delegate, or act upon organizational requests with minimal direction and with the highest degree of quality. The successful candidates will work independently and as a team member, exhibiting creativity and ingenuity to resolve complex problems within their area of responsibility. A high level of business acumen and confidentiality is essential, and they must quickly and effectively process, comprehend, and respond to critical information related to the team's mission and vision.

Responsibilities Include:

• Strategically prioritize, coordinate, and manage the Director's schedule and commitments, and provide executive-level scheduling support and coordination to the directorate.
• Coordinate closely with leadership and staff to determine priorities, ensuring completion and contributing to the achievement of organizational milestones, laboratory goals, and objectives. Identify and track action items to completion and at the highest level of accuracy for the Director and assigned staff.
• Initiate and respond directly to administrative responsibilities, addressing and resolving problems and inquiries, and complete requests by researching, compiling, and summarizing data, utilizing extensive knowledge of organizational policies and structure.
• Monitor a broad spectrum of business functions and independently review actions, resolve issues, and escalate significant matters to the appropriate management level. Utilize extensive personal knowledge and experience to interface with all levels of management and personnel, effectively executing administrative functions.
• Organize and execute routine and non-routine meetings and special functions/events, including the preparation of logistics and deliverables.
• Prepare, coordinate, and provide oversight for deliverables (correspondences, reports, materials, laboratory documents, etc.) issued by the Director and others, reviewing and editing for format and appropriate content, and ensuring high-quality output.
• Arrange complex travel arrangements and process related expense reports while following required policies and procedures.
• Complete acquisition of materials and services, following required guidelines. Complete property inventories.
• Assists in budget management and financial reporting.
• Maintain confidentiality and security of administrative and technical information, including sensitive data, following company policies.
• Proactively mentor and provide guidance to junior administrative staff, fostering their professional development and ensuring their alignment with organizational standards. Assist in hiring, training and mentoring administrative team members.

Minimum Requirements:

• High school diploma or equivalent and six years of executive administrative experience.
• Exceptional organizational, communication (oral and written), and writing and proof-reading skills are critical. Broad-based knowledge of executive-level administrative roles and responsibilities and business acumen is preferred.
• Broad-based knowledge of administrative office policies and practices. Requires advanced proficiency in standard software and systems.

Ideal Candidate will have:

• Prior experience in arranging and managing travel (Concur system is ideal).
• Direct experience/knowledge of Asset Suite, Corporate Card systems, and familiar with SharePoint.
• Prior experience/knowledge of Asset Suite, Ariba and P-Card systems or other similar purchasing and accounting systems.
• At least 4 years of experience working closely with senior management level executives & managing multiple busy schedules.
• Professional technical writing/editing experience.
• Advanced experience with MicroSoft Office/Microsoft 365 suite products (Word, Excel, PowerPoint, Outlook, OneNote, etc.)
• Experience hiring, training and mentoring junior administrative staff.
• Experience writing and editing formal correspondences following professional standards.

Job Information:

• The pay range for this position is $30.17 min - $ 49.78 max per hour. At Idaho National Laboratory compensation decisions are determined using factors such as education, relevant experience, and other credentials.

Physical Requirements

The employee is frequently required to stand, walk, sit, bend, operate a computer keyboard or type, handle materials, or reach with hands and arms performing the essential functions of the classification. The duties require sitting for long periods, accessing stored file boxes and file cabinets, and moving and organizing physical file materials. The employee must occasionally lift 35 pounds. Specific vision abilities required by this classification include close vision, distance vision, depth perception and ability to adjust focus, conduct research and inspect materials. Sufficient clarity of speech and hearing abilities required by this classification includes those which permit the employee to discern verbal instructions, communicate effectively in person, by telephone or electronic mail. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Benefits and Relocation

• Medical, Dental, Vision, and Flexible Spending Accounts
• 401(k) with a 4.2% employer contribution and up to 4.8% match
• Paid time off (personal leave)
• Employee Education Program (tuition assistance)
• Benefit eligibility subject multiple factors, including employment status and position classification.

INL is a science-based, applied engineering national laboratory dedicated to supporting the U.S. Department of Energy's mission in nuclear energy research, science, and national defense. With more than 6,300 scientists, researchers, and support staff, the laboratory works with national and international governments, universities and industry partners to change the world's energy future and secure our nation's critical infrastructure.

INL Mission
Our mission is to discover, demonstrate and secure innovative nuclear energy solutions, other clean energy options and critical infrastructure.

INL Vision
Our vision is to change the world's energy future and secure our nation's critical infrastructure.

Selective Service Requirements
To be eligible for employment at INL males born after December 31, 1959 must have registered with the Selective Service System (SSS). For more information see www.sss.gov.

Equal Employment Opportunity
Idaho National Laboratory (INL) is an Equal Employment Opportunity (EEO) employer. It is the policy of INL to provide equal employment opportunities to all qualified applicants without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, age, protected veteran or disabled status, or genetic information.

Reasonable Accommodation
We will ensure that individuals with disabilities are provided reasonable accommodation to participate in the job application or interview process, to perform essential job functions, and to receive other benefits and privileges of employment. Please contact us to request accommodation.

Other Information
When applying to positions please provide a resume and answer all questions on the following screens. Applicants, who fail to provide a resume or answer the questions, may be deemed ineligible for consideration.

INL does not accept resumes from third party vendors unsolicited.