Administrative Assistant 3

Los Alamos National Security LLC; Los Alamos (NM); On-site; USD 42,000 - 70,000; Full time

Benefits offered by this job

PPO or HDHP health insurance

Dental insurance

Vision insurance

Parental leave

401(k) plan with match

Tuition assistance

Flexible schedules and PTO

Job summary

Los Alamos National Laboratory in Los Alamos, NM seeks an experienced Administrative Support professional to provide high-level administrative services across the Weapon Systems Engineering Division. You will handle complex calendar management, travel coordination, procurement, meeting logistics, and confidential information with tact.

This role requires independent work, strong communication, and the ability to prioritize in a fast-paced, security-sensitive environment.

Qualifications

• Position requires a High School Diploma and 3 years related experience or equivalent.
• Experience providing high-level administrative support in a busy office.
• Proficiency with Microsoft Office Suite (Teams, Outlook, Excel, PowerPoint, Word) and Google Docs.
• Excellent communication, discretion, and problem-solving abilities.

Responsibilities

• Disseminate urgent information from ALD, Division, and Group offices while maintaining professionalism and accuracy.
• Manage on-site activities, including scheduling, access, and security requirements.
• Coordinate Facility Service Requests, office moves, key assignments, and workspace changes.
• Execute DPR and P-Card holder responsibilities in procurement, track purchases, and vendor communications.
• Plan and coordinate stakeholder meetings, including scheduling, setup/tear-down, materials, and VTC connectivity.
• Support software upgrades for conference rooms and ensure reliable collaboration tools.

Skills

Decision making

Interpersonal

Investigative

Planning

Prioritization

Education

High School Diploma

Tools

Microsoft Office

SharePoint

Ariba/iProcurement

Concur

UTrain

Google Docs

Job description

What You Will Do

This position is open for external candidates only to apply.

The Weapon Systems Engineering Division (W-DO) is seeking a motivated, energetic, customer-focused individual to provide business and high-level administrative support to our dynamic division. The selected candidate must be an excellent problem-solver, able to anticipate challenges and obstacles and tactfully resolve them while providing advanced professional administrative support to personnel across the Division. This individual should be able to work independently with minimal supervision, establish and balance priorities, be capable of handling personnel and sensitive matters with tact and discretion, and effectively communicate with all levels of staff.

This position will report to the Division's Staff Operations Manager and will join a highly functioning and supportive administrative team environment marked by close cooperation and adaptability. The selected individual must have a willingness to provide support not only to their assigned group(s) but where they are needed within the division.

Key responsibilities include, but are not limited to:

• Communication & Information Management: Disseminate urgent information from ALD, Division, and Group offices while maintaining professionalism and accuracy.
• Visitor & Vendor Coordination: Manage on-site activities, including scheduling, access, and security requirements, to ensure a positive and compliant experience.
• Facilities & Space Support: Coordinate Facility Service Requests, office moves, key assignments, and workspace changes, as well as oversee maintenance of printers, shredders, safes, and conference room technology.
• Procurement & Resource Management: Execute DPR and P-Card holder responsibilities in the procurement process, track purchases, and maintain vendor communications.
• Meeting & Event Logistics: Plan and coordinate stakeholder meetings, including scheduling, set-up/tear-down, materials preparation, and VTC connectivity.
• Technology & Systems Oversight: Support software upgrades for conference rooms and ensure reliable functionality of collaboration tools.
• Cross-Functional Support: Provide general administrative assistance to maintain efficiency, accuracy, and compliance in all group operations.

What You Need

Minimum Job Requirements:

Administrative Support

Experience providing high-level administrative support in a busy office environment requiring complex calendar management, domestic and foreign travel coordination, procurement, meeting scheduling/logistics, visitor processing, accurate data entry and tracking, and time keeping.

Organization and Time Management

Ability to manage multiple priorities, meet deadlines, and adapt to evolving needs in a fast-paced environment. A proven record of dependability, availability, consistent attendance, and punctuality.

Business Systems

Proficiency with Microsoft Office Suite particularly with Teams, Outlook, Excel, PowerPoint, and Word; and Google Docs, (). Ability to independently interpret data and information to produce professional Word documents, Excel spreadsheets, and PowerPoint presentations.

Communication

Strong interpersonal, verbal and written communication skills with the ability to interact effectively across all levels of the organization and collaborate with internal support teams. Experience with proofreading, grammar, spelling, punctuation with a high level of accuracy and attention to detail. The ability to utilize tact, diplomacy, and discretion when handling sensitive and confidential information is critical.

Customer Service and Problem Solving:

Experience providing quality customer service and assisting in problem-solving by communicating clearly and effectively. Skilled at addressing customer concerns and contributing to solutions that support satisfaction across the organization.

Personal Leadership

Demonstrated ability to calmly manage interruptions and changing priorities; to complete assignments with or without established procedures; and be available and dependable. Utilization of tact, diplomacy and discretion in dealing with sensitive and confidential information. Taking the initiative to learn, find solutions and offer proactive support.

Teamwork and Collaboration

Proven ability to work effectively and cooperatively in team environments, supporting colleagues across functions to achieve shared goals. Demonstrated skill in fostering positive working relationships, offering help proactively, and resolving conflicts with professionalism. Recognized for building trust and actively supporting team success, especially under pressure or tight deadlines.

Skills:

• Decision making
• Interpersonal
• Investigative
• Planning
• Prioritization

Education/Experience:

Position requires a High School Diploma and 3 years related experience; or an equivalent combination of education and experience directly related to the occupation.

Desired Qualifications:

Business Systems

Proficiency in multiple Laboratory-wide business systems, iProcurement/Ariba, Concur, UTrain, and computer software applications (e.g., SharePoint). Thorough and in-depth understanding of Laboratory structure, operations, and policies and procedures. Experience serving as a Professional Buyer or designated procurement representative (DPR).

Weapons Experience

Knowledge of the laboratory mission and how ALDW and W-Division support the mission. Knowledge of Laboratory structure and administrative policies and procedures.

Clearance

Applicants must currently hold, or have the ability to obtain a Q clearance, which normally requires U.S. citizenship.

Work Location:

The work location for this position is onsite and located in Los Alamos, NM. All work locations are at the discretion of management.

Position commitment:

Regular appointment employees are required to serve a period of continuous service in their current position in order to be eligible to apply for posted jobs throughout the Laboratory. If an employee has not served the time required, they may only apply for Laboratory jobs with the documented approval of their Division Leader. The position commitment for this position is 1 year.

Due to federal restrictions contained in the current National Defense Authorization Act, citizens of the People's Republic of China-including the special administrative regions of Hong Kong and Macau-as well as citizens of the Islamic Republic of Iran, the Democratic People's Republic of Korea (North Korea), and the Russian Federation, who are not Lawful Permanent Residents ("green card" holders) are prohibited from accessing facilities that support the mission, functions, and operations of national security laboratories and nuclear weapons production facilities, which includes Los Alamos National Laboratory.

Where You Will Work

Located in beautiful northern New Mexico, Los Alamos National Laboratory (LANL) is a multidisciplinary research institution engaged in strategic science on behalf of national security. Our generous benefits package includes:

• PPO or High Deductible medical insurance with the same large nationwide network
• Dental and vision insurance
• Free basic life and disability insurance
• Paid childbirth and parental leave
• Award-winning 401(k) (6% matching plus 3.5% annually)
• Learning opportunities and tuition assistance
• Flexible schedules and time off (PTO and holidays)
• Onsite gyms and wellness programs
• Extensive relocation packages (outside a 50 mile radius)

Additional Details

Directive 206.2 - Employment with Triad requires a favorable decision by NNSA indicating employee is suitable under NNSA Supplemental Directive 206.2. Please note that this requirement applies only to citizens of the United States. Foreign nationals are subject to a similar requirement under DOE Order 142.3A.

Clearance: Q (Position will be cleared to this level). Selected applicants will be subject to a background investigation conducted by or on behalf of the Federal Government, and must meet eligibility requirements* for access to classified matter. This position requires a Q clearance, and obtaining such clearance requires US Citizenship except in extremely rare circumstances. Dependent upon the position, additional authorization to access classified information may be required, which may or may not be available to dual citizens. Receipt of a Q clearance and additional access authorization ultimately is a decision of the Federal Government and not of Triad.

*Eligibility requirements: To obtain a clearance, an individual must be at least 18 years of age; U.S. citizenship is required except in very limited circumstances. See DOE Order 472.2 for additional information.

New-Employment Drug Test:

The Laboratory requires successful applicants to complete a new-employment drug test and maintains a substance abuse policy that includes random drug testing. Although New Mexico and other states have legalized the use of marijuana, use and possession of marijuana remain illegal under federal law. A positive drug test for marijuana will result in termination of employment, even if the use was pre-offer.

Equal Opportunity:

Los Alamos National Laboratory is an equal opportunity employer. All employment practices are based on qualification and merit, without regard to protected categories such as race, color, national origin, ancestry, religion, age, sex, gender identity, sexual orientation, marital status or spousal affiliation, physical or mental disability, medical conditions, pregnancy, status as a protected veteran, genetic information, or citizenship within the limits imposed by federal, state, and local laws and regulations. The Laboratory is also committed to making our workplace accessible to individuals with disabilities and will provide reasonable accommodations, upon request, for individuals to participate in the application and hiring process.