Administrative Assistant

TechSource, Inc; Washington (District of Columbia); On-site; USD 90,000 - 115,000; Full time

Job summary

TechSource, Inc. in Washington, DC, is seeking a full-time Administrative Assistant to support the Office of International Programs (NA-10.2) within the DOE/NNSA framework.

You will manage daily operations, track weekly reports, and provide meeting and travel coordination for senior leadership. On-site at DOE Headquarters, Forrestal, with potential for a hybrid schedule as workload allows, this role demands strong writing skills, MS Office proficiency, and the ability to handle sensitive

Qualifications

• Bachelor’s degree with 2+ years in a similar role or associate’s with 4+ years.
• Active Top Secret clearance and ability to pass polygraph.
• Strong writing, editing, and interpersonal communication skills.
• Proficiency in MS Office and document management.

Responsibilities

• Provide business/program management support to the Director and staff.
• Track action items, update spreadsheets, and prepare reports for senior leadership.
• Coordinate correspondence action items, edit documents, and upload and track documents in eDOCS.
• Ensure meeting reports related to international exchanges are completed on time, and review and submit all completed reports to Joint Atomic Information Exchange Group.
• Manage planning, logistics, and access approvals for executive meetings and travel (local, domestic, and international).
• Analyze and communicate requirements for international travel to Defense Programs personnel, including passing security clearances, country clearances, and visa requirements; and ensure paperwork is complete within the required timeline.
• Understand the unique requirements and facilitate building access for interagency and international partners by tracking incoming information and approvals, then submitting appropriate building access requests.
• Understand unique requirements and facilitate visitor access and clearance procedures for meetings at other domestic facilities, such as DoD sites for International Programs staff.
• Arrange and manage logistics for classified and unclassified conferences, meetings, and video teleconferences.
• Facilitate onboarding/offboarding of International Programs staff.
• Assist proactively with briefing book development.

Skills

MS Office

Communication

Time management

Documentation

Security clearance

Education

Bachelor’s degree

Associate’s degree

Tools

eDOCS

Concur

WorkDay

SharePoint

Federal Travel Management System

Job description

Administrative Assistant – Office of International Programs (NA-10.2)

Pay range: $90 – $115,000 annually

Who We Are:

TechSource, a Salas O'Brien company and a previous DOE Small Business of the Year recipient and ten-time Inc. 5000 winner, is a nationally recognized engineering and scientific company specializing in the management and technical delivery of large-scale nuclear and high-technology projects with numerous federal agencies, helping to advance missions of national importance for government programs, national laboratories, national security facilities, nuclear operations, and complex projects nationwide. We provide direct access to hundreds of experts and industry leaders in the nuclear sciences, non-proliferation technologies, accelerator physics, and systems engineering arenas with offices in Washington DC, SC, TX, TN, and NM. Our outstanding technical service has earned the company a client retention rate of over 95 percent. As part of Salas O'Brien, we work to attract and retain the best talent because the best talent delivers the best results for our clients.

Job Summary:

We are hiring a full-time Administrative Assistant to provide support to the Office of International Programs, NA-10.2, part of Department of Energy (DOE)/National Nuclear Security Administration (NNSA) Office of Defense Programs. You will provide business/program management support to the Director and staff. You will manage daily operations for NA-10.2 staff, gather and track weekly reports, provide administrative and logistic support, and participate in various weekly and biweekly meetings.

You’ll work onsite daily at the DOE Headquarters Building, Forrestal, located in Washington, DC. After fully integrating into the organization, and with the approval of the NA-10.2 Director, you might be approved to work a hybrid schedule (onsite 3-4 days a week and remote work 1-2 days a week) as the workload allows.

Responsibilities:

• Provide business/program management support to the Director and staff.
• Track action items, update multiple process spreadsheets, and prepare reports for senior leadership.
• Coordinate correspondence action items, edit documents, and upload and track documents in eDOCS.
• Ensure meeting reports related to international exchanges are completed on time, and review and submit all completed reports to Joint Atomic Information Exchange Group.
• Manage planning, logistics, and access approvals for executive meetings and travel (local, domestic, and international).
• Analyze and communicate requirements for international travel to Defense Programs personnel, including passing security clearances, country clearances, and visa requirements; and ensure paperwork is complete within the required timeline.
• Understand the unique requirements and facilitate building access for interagency and international partners by tracking incoming information and approvals, then submitting appropriate building access requests.
• Understand unique requirements and facilitate visitor access and clearance procedures for meetings at other domestic facilities, such as DoD sites for International Programs staff.
• Arrange and manage logistics for classified and unclassified conferences, meetings, and video teleconferences.
• Facilitate onboarding/offboarding of International Programs staff.
• Assist proactively with briefing book development.

Qualifications and Experience:

• Bachelor’s degree and a minimum of 2 years of experience, or an associate’s degree and a minimum of 4 years of professional experience, in a similar role.
• Active Q or Top Secret security clearance (with ability to pass polygraph testing for additional accesses).
• Excellent writing, editing, and interpersonal communication skills.
• Ability to track and prioritize multiple tasks with attention to detail.
• Ability to analyze information, anticipate next steps, recognize potential issues, and identify necessary actions or solutions.
• Skilled with MS Office, particularly Word (including use of styles) and Excel (including use of macros).
• Experience with corporate business systems, such as the Federal Travel Management System, Concur, WorkDay, eDocs, and SharePoint.

Preferred qualifications:

• Experience with DOE/NNSA processes and procedures preferred.

The expected base salary range for this role is $90 – $115,000 annually. Actual compensation will be determined based on factors including skills, experience, qualifications, and location.

Equal Opportunity Employment Statement

TechSource provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state/provincial, or local laws. TechSource will accommodate the disability-related needs of applicants as required by law.

Third-Party Agency Notice

TechSource does not accept unsolicited resumes from external recruiters or agencies. We only work with approved partners engaged directly by our Talent Acquisition team for specific searches. Unsolicited submissions will not be eligible for placement fees.