Administrative Assistant

Value Added Solutions, Inc.; Lemont, Northern (IL, KY); Hybrid; USD 42,000 - 64,000; Full time

Job summary

Value Added Solutions, Inc. is seeking an Administrative Assistant to provide comprehensive division-level support at Argonne National Laboratory's Lemont campus.

The role emphasizes calendar management, travel planning, onboarding, document preparation, and records management to enable smooth operations for division leadership and teams. You will coordinate meetings, manage multiple calendars, assist with hiring processes, prepare travel arrangements (domestic and international), and contribute

Qualifications

• Broad administrative support knowledge and procedures.
• Demonstrated interpersonal, oral, and written communication skills.
• Ability to interact with individuals at all levels within and outside the Laboratory.
• Flexibility to support multiple groups and adapt to evolving priorities.
• Strong organizational and time-management skills with attention to detail.
• Analytical, problem-solving, and decision-making abilities with incomplete information.
• Proficiency with Outlook and MS Office Suite (Word, Excel, PowerPoint) and Adobe Acrobat.
• Experience coordinating meetings, workshops, travel, and onsite visits.
• Ability to learn internal business systems quickly.
• Knowledge of Argonne’s Core Values: Impact, Safety, Respect, Integrity, Teamwork.

Responsibilities

• Schedule meetings and logistics for internal and external participants.
• Manage multiple calendars and appointments.
• Coordinate hiring process: interviews, reference checks, onboarding, and related actions.
• Prepare domestic and international travel arrangements and expense reports.
• Coordinate on-site visits and related logistics.
• Process foreign national site access requests.
• Prepare and distribute correspondence and presentations using MS Office and Adobe Acrobat.
• Take meeting notes and transcribe when needed.
• Track action items and deadlines.
• Maintain electronic filing systems and retain records.

Skills

Outlook

MS Office

Excel

PowerPoint

Adobe Acrobat

Tools

Adobe Acrobat

Microsoft Word

Office 365

Job description

ADMINISTRATIVE ASSISTANT

POSITION OVERVIEW

Argonne National Laboratory is seeking a highly organized, adaptable, and customer-focused Administrative Assistant to provide comprehensive division-level support. This position plays a critical role in ensuring the efficient day-to-day operation of the unit and serves as a key liaison between the Department, the Division, and a wide range of Argonne functional areas.

This role is dynamic, with responsibilities performed as needed to support evolving operational priorities. The Administrative Assistant will provide support in calendar management, meeting coordination, travel, expense processing, onboarding, document preparation, records management, reporting, and general administrative operations for division leadership and assigned groups.

Key Responsibilities

• Schedule meetings and coordinate logistics for internal and external participants.
• Manage multiple calendars and schedule or reschedule appointments.
• Coordinate administrative aspects of the hiring process, including scheduling interviews, facilitating reference checks, tracking candidate progress, supporting onboarding activities, and assisting with related personnel actions.
• Prepare domestic and international travel arrangements, including travel requests and approvals, airfare, hotel accommodations, rental cars, expense reports, and conference registrations.
• Coordinate on-site visits and related logistics.
• Process foreign national site access requests.
• Prepare, format, edit, and distribute correspondence, proposals, reports, presentations, and other documents using Microsoft Office and Adobe Acrobat.
• Take notes during meetings and transcribe information as needed.
• Track action items and monitor approaching deadlines.
• Maintain electronic filing systems and ensure accurate organization and retention of records.
• Order office and program supplies.
• Research, compile, track, and analyze information from multiple sources.
• Compile and generate reports, spreadsheets, statistics, timelines, tables, graphs, correspondence, and presentations.
• Provide administrative back-up support and perform other duties as assigned.

Education and Experience Requirements

• Knowledge of a broad range of administrative support functions, office practices, and procedures.
• Demonstrated interpersonal, oral, and written communication skills.
• Ability to interact diplomatically and tactfully with individuals at all levels both within and outside the Laboratory.
• Ability to remain flexible and effectively support multiple groups within the directorate.
• Ability to think quickly and respond appropriately when managing difficult situations.
• Strong organizational and time management skills, including the ability to prioritize, organize, and handle multiple assignments simultaneously in a fast-paced environment while maintaining close attention to detail and sound judgment.
• Analytical, problem-solving, and decision-making skills to resolve most problems independently when working with incomplete or conflicting information.
• Proficiency with Microsoft Outlook and Microsoft Office Suite, including Word, Excel, and PowerPoint, as well as Adobe Acrobat.
• Experience arranging and coordinating meetings, workshops, conferences, on-site visits, and domestic and international travel.
• Ability to quickly learn and effectively use internal business systems.
• Ability to model Argonne’s Core Values: Impact, Safety, Respect, Integrity, and Teamwork.

This position requires on-site presence at the Argonne campus in Lemont, Illinois.

Hours would be Monday – Friday 7:00 am to 3:30 pm.

This job description does not state or imply that the above are the only duties and responsibilities assigned to this position. Employees holding this position will be required to perform job-related duties as requested by management. All requirements are subject to modification to reasonably accommodate individuals with a disability.

For persons with disabilities:If you require assistance completing, or are unable to complete the online resume/application process, please contact:

VAS Human Resources @ 803-644-0070
Mon. - Fri. 9am - 4pm

237 High Gate Loop
Aiken, SC 29803

Value Added Solutions, Inc. is an Equal Opportunity Employer and supports a drug-free work environment.