Administrative Assistant

Idaho National Laboratory; Idaho Falls (ID); On-site; USD 25,000 - 44,000; Full time

Benefits offered by this job

Medical, Dental, Vision

401(k) with employer contribution

Paid time off

Tuition assistance

Relocation package

Job summary

Idaho National Laboratory is seeking an Administrative Assistant to support the Tours, Hosting & Protocol team on an on-site basis at the CMESIC facility in Idaho Falls. This role operates on a 9x80 schedule with every other Friday off and involves coordinating VIP visits, events, and related scheduling.

Responsibilities include calendar management, travel coordination, document preparation, and maintaining confidential records. Flexibility is required for early mornings and some evenings.

Qualifications

• High school diploma and 2+ years related experience.
• Familiarity with confidentiality practices and multiple calendars.
• Ability to manage schedules, events, and VIP interactions with polish.

Responsibilities

• Support tours paperwork and maintain accurate records.
• Monitor shared inboxes and respond to routine inquiries.
• Maintain team and facility calendars; resolve scheduling conflicts.
• Obtain and manage a purchase card for event materials within budget.
• Coordinate travel and prepare travel expense records.
• Compose and edit documents; prepare charts for presentations.
• Maintain files and handle sensitive information per policy.
• Track items and deadlines; support onboarding logistics for new staff.
• Escort visitors and support deliveries during peak periods.

Skills

Calendar management

Customer service

Confidentiality

Event coordination

Scheduling

Education

High school diploma

Tools

MS Office Suite

Outlook

Job description

Job Description

Idaho National Laboratory’s External Engagement & Communications directorate is hiring an Administrative Assistant to support the Tours, Hosting & Protocol team and report to the Tours, Hosting & Protocol manager, with no direct reports. This on-site role follows a 9x80 schedule with every other Friday off and is based at INL’s CMESIC facility in Idaho Falls. You will assist with scheduling, planning, coordination, and execution of INL visits and events.

This position requires knowledge of business etiquette and basic computer skills. This self-sufficient, detail-oriented administrative assistant must be organized, have the ability to keep multiple events moving, and to review multiple agendas and work through scheduling conflicts when necessary. The role requires interacting with VIPs and guests and the administrative assistant must be punctual, responsive and customer-service oriented.

Essential Job Functions And Responsibilities

• Support tours paperwork processing and maintain accurate records.
• Monitor and triage shared team inboxes (tours, protocol, events) and respond appropriately to routine inquiries.
• Maintain team calendars and facility calendars; proactively resolve scheduling conflicts and coordinate collaborative meetings.
• Obtain and manage a purchase card to order event materials and food within budget and per-diem guidelines.
• Coordinate travel arrangements and prepare travel expense records when needed.
• Compose, edit, and proof a variety of documents and correspondence; prepare charts/graphs for presentations.
• Maintain office records and files; handle sensitive information in accordance with applicable policies and controls.
• Track critical items, assignments, and deadlines to ensure timely completion; support onboarding logistics and space coordination for new employees.
• Escort un-cleared visitors as required and support deliveries to facilities (e.g., ATR/MFC) during peak demand periods.

Required

• Level 2: Graduation from high school or equivalent and (2) years of related experience.
• Level 3: Graduation from high school or equivalent and (4) years of related experience.
• Relevant experience commensurate with level.
• Valid driver’s license; duties may include driving visitors or supplies in a government vehicle.
• Demonstrated experience managing multiple calendars, customer service, and careful handling of paperwork; familiarity with confidentiality practices.
• Flexible schedule on occasion with advanced notice (early mornings before 7:30 a.m.; late evenings after 5:30 p.m.).
• Ability to be away from office desk during events (driving to site, escort walking tours, making deliveries).

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. While performing the duties of this classification, the employee works in an office setting where the noise level in the work environment is usually moderate. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Job Information

Idaho National Laboratory is hiring an Administrative Assistant to work on our CMESIC (Critical Materials and Energy Systems Innovation Center) team. Our team works a 9x80 schedule located out of our REC facility onsite in Idaho Falls, Idaho with every other Friday off.

• The pay range for this position is: Level #2 ($18.02 - $27.92) / Level #3 ($20.31 - $32.50). At Idaho National Laboratory compensation decisions are determined using factors such as education, relevant experience, and other credentials.
• Multi-Level: This is a multi-level posting and you will be placed at the appropriate level dependent on depth and breadth of proven experience and skills.

Benefits and Relocation

• 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 subject to multiple factors, including employment status and position classification.

About Us

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.