Administrative Assistant

Battelle Energy Alliance; Idaho Falls (ID); On-site; USD 32,000 - 60,000; Full time

Benefits offered by this job

Medical, Dental, Vision

401(k) with employer contribution

Relocation package

Paid time off

Tuition assistance

Job summary

Idaho National Laboratory is seeking an Administrative Assistant to provide essential organizational and administrative support for the Research Excellence Programs team. You will compose and edit technical documents, manage calendars, coordinate travel, order supplies, and safeguard confidential materials to enable scientists and engineers to focus on nuclear energy initiatives.

The role operates on a 9x80 schedule at the Idaho Falls facility, with every other Friday off.

Qualifications

• High school diploma or equivalent with 4 years of relevant experience.
• High school diploma or equivalent with 6 years of relevant experience.
• Experience with purchase card (P-Card) and Concur preferred.
• Proficiency in Word, Excel, SharePoint, and PowerPoint; OneDrive sharing and record keeping.
• Familiarity with AI tools to summarize meeting minutes and maximize productivity.
• Excellent written and verbal communication and organizational skills.

Responsibilities

• Compose, edit, and proofread correspondence and documents for internal and external audiences.
• Design charts, graphs, and presentations to support oral briefings.
• Receive, refer, and respond to inquiries regarding organizational activities.
• Manage and coordinate multiple calendars and meetings, seminars, and travel.
• Coordinate travel arrangements and prepare related expense records.
• Maintain confidential office records and handle sensitive materials according to security protocols.
• Coordinate onboarding, space planning, and project tracking across teams.
• Assist with project information gathering, tracking progress, and preparing summaries.
• Support office operations and provide general direction across the organization.
• Utilize tools to extract data and generate reports from dashboards.

Skills

Word

Excel

PowerPoint

Teams

SharePoint

OneDrive

Qualtrics

Microsoft Forms

AI tools for minutes

Dashboards

Education

High school diploma or equivalent

4 years of related experience

6 years of related experience

Tools

Qualtrics

Microsoft Forms

AI tools

Dashboards

Job description

Idaho National Laboratory's research teams depend on flawless operational support to focus on breakthrough discoveries, and as an Administrative Assistant, you'll provide the organizational expertise that keeps complex projects moving forward. You'll compose and edit technical documents and presentations, manage multiple calendars with competing priorities, coordinate travel and expense reporting, order supplies, handle classified and sensitive materials according to protocol, and maintain confidential office records and files. Your responsibilities will include advising on records retention decisions, coordinating space needs and employee onboarding, monitoring critical deadlines, and serving as the point of contact for inquiries about organizational activities, ensuring that scientists and engineers have the administrative foundation they need to advance nuclear technology and national security initiatives.

Idaho National Laboratory is hiring a Administrative Assistant to work on our Research Excellence Programs team. Our team works a 9x80 schedule located out of our Idaho Fallsfacility with every other Friday off.

Essential Job Functions and Responsibilities:

Correspondence & Documentation

• Compose, edit, and proofread correspondence, reports, and other documents; prepare polished, error-free materials for internal and external audiences
• Design charts, graphs, and presentations to support oral briefings
• Receive, refer, and respond to mail, phone, and walk-in inquiries regarding organizational activities

Calendar, Meetings & Travel

• Manage and coordinate multiple complex calendars/schedules across stakeholders; proactively resolve conflicts and prioritize competing demands
• Organize and coordinate meetings, seminars, and workshops, including logistics and follow-up
• Coordinate travel arrangements and prepare related expense records

Office & Administrative Operations

• Order supplies and services through required requisition/ordering systems
• Serve as POC/escort for vendors performing equipment maintenance; may escort uncleared visitors as needed
• Coordinate logistical needs including space planning, employee onboarding, phone/move requests, and property management
• Monitor status of assignments, projects, and deadlines to ensure timely completion
• Support office operations by fielding information requests and providing general direction across the organization
• Maintain accurate, organized office records and files, ensuring confidentiality and security of sensitive/controlled information
• Handle sensitive materials per security protocols, maintaining vigilance against infractions

Project & Team Support

• Coordinate or support projects by gathering information, tracking progress, and preparing summary materials
• Collaborate with colleagues across teams and departments

Technical Skills

• Proficient in Microsoft Word, Teams, Excel, SharePoint, PowerPoint, and OneDrive (formatting, sharing, data extraction, recordkeeping)
• Utilize survey tools such as Qualtrics or Microsoft Forms
• Use AI tools for summarizing meeting minutes and improving team productivity
• Skilled in navigating dashboards to track information and generate reports

Required:

• Level 3: High school diploma or equivalent and 4 years of experience.
• Level 4: High school diploma or equivalent and 6 years of experience.

Preferred:

• Experience with purchase card (P-Card), travel arrangements, and expense consolidation (Concur) is preferred.
• Proficiency in Microsoft Word, Excel, SharePoint, and PowerPoint; including formatting, sharing documents through OneDrive with internal and external audiences, presentation formatting, extracting information and record keeping.
• Familiarity with AI tools to summarize meeting minutes and maximize team productivity
• Excellent written and verbal communication skills
• Excellent organization skills, including managing calendars and organizing meetings, seminars and workshops
• Excellent records-keeping skills
• Experience prioritizing competing assignments and proactively anticipating needs of organization.
• Experience coordinating or supporting projects, including gathering information, tracking progress, and preparing summary materials.
• 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.

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:

• The pay range for this position is: Level 3 ($22.93 - $37.82) / Level 4 ($26.36 - $43.48). 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.

At this time, BEA will not sponsor any H1-B visas obtained outside of the United States of America (U.S.A.), including consular visas.

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.

INL does not accept resumes from third party vendors unsolicited.