Administrative Assistant 3/4

N3B Los Alamos; Los Alamos (NM); On-site; USD 32,000 - 52,000; Full time

Job summary

N3B Los Alamos is seeking an Administrative Assistant to provide professional, friendly support to management and visitors. You will handle office tasks, manage communications via phone, mail, and e‑mail, and assist with reservations and travel arrangements.

The role emphasizes accuracy, responsiveness, and a proactive service mindset. Responsibilities include greeting visitors, managing filing systems, and coordinating meetings, reimbursements, and staff training.

Qualifications

• High school diploma or equivalent required; 5+ years of related administrative experience preferred.
• Proficiency with Microsoft Office, email, and internet.
• Strong verbal and written communication skills; able to greet visitors professionally.

Responsibilities

• Greet visitors and direct inquiries to appropriate staff.
• Use computers for word processing and database tasks.
• Set up and manage filing systems and maintain documents.
• Schedule appointments and maintain calendars.
• Arrange travel and lodging for staff as needed.
• Process travel reimbursements and expense reports.
• Provide training and orientation to new staff.
• Coordinate conferences, meetings, and special events.

Skills

MS Office proficiency

Verbal communication

Written communication

Multitasking

Organizational skills

Attention to detail

Customer service

Confidentiality

Education

High school diploma or equivalent

Tools

Microsoft Office

Job description

Position Location:

This position is located in Los Alamos, New Mexico.

Position Summary:

N3B is looking for a master multi-tasker with excellent communication skills and an upbeat attitude. Candidates should be able to assist management and all visitors to the company by handling office tasks, providing polite and professional assistance via phone, mail, and e‑mail, making reservations or travel arrangements, and generally being a helpful and positive presence in the workplace.

To be successful as an Administrative Assistant, candidates should be professional, polite, and attentive while also being accurate. They should always be prepared and responsive, willing to meet each challenge directly. Administrative Assistants must be comfortable with computers, general office tasks, and excel at both verbal and written communication. Most importantly, Administrative Assistants should have a genuine desire to meet the needs of others.

This is a deployed position assigned to an N3B program organization.

Depending on N3B Administrative Assistant skill sets and resource needs, N3B reserves the right to reassign Administrative Assistant employees to other organizations within the company on an as needed basis. Additionally, N3B reserves the right to modify, change, add, position duties and/or positions if deemed appropriate for budget, operational, or other determining factors as determined by management.

Essential Duties/Responsibilities:

• Greet visitors or callers and handle their inquiries or direct them to the appropriate persons according to their needs.
• Use computers for various applications, such as database management or word processing.
• Operate office equipment, such as fax machines, copiers, or phone systems and arrange for repairs when equipment malfunctions.
• Set up and manage paper or electronic filing systems, recording information, updating paperwork, or maintaining documents, such as attendance records, correspondence, or other material.
• Operate electronic mail systems and coordinate the flow of information, internally or with other organizations.
• Schedule and confirm appointments for clients, customers, or supervisors.
• Maintain scheduling and event calendars.
• Compose, type, and distribute meeting notes, routine correspondence, or reports, such as presentations or expense, statistical, or monthly reports.
• Complete forms in accordance with company procedures.
• Conduct searches to find needed information, using such sources as the Internet.
• Open, read, route, and distribute incoming mail or other materials and answer routine letters.
• Learn to operate new office technologies as they are developed and implemented.
• Order and dispense supplies.
• Monitor the purchasing process of departmental expenditures utilizing a purchasing card or requisitions.
• Establish work procedures or schedules and keep track of the daily work of departmental staff.
• Provide services to customers, such as order placement or account information.
• Arrange conference, meeting, or travel reservations for office personnel.
• Complete travel and employee reimbursements.
• Provide training and orientation to new staff within the department.
• Manage projects or contribute to committee or teamwork.
• Coordinate conferences, meetings, or special events, such as luncheons.

Minimum Qualifications (Knowledge, Skills, Abilities):

Level 3:

• Extensive knowledge in specialized functions. A wide and comprehensive acquaintance with and understanding of both general and specific aspects of the job and their practical application to complex problems and situations ordinarily encountered.
• Ability to follow written and oral instructions.
• Work effectively as a team member and individually.
• Exhibit sound judgment and good listening skills.
• Maintain confidentiality to sensitive matters.
• Must be willing to cover other shifts and assignments as required.
• Establish and implement effective office procedures.
• Communicate effectively and professionally with internal and external customers.
• Computer and software skills: You should be comfortable using Microsoft Office, email, and the internet.
• Multitasking skills: The ability to juggle several demands at once.
• Organizational skills: You must be detail-oriented and organized, able to locate a document or recall protocol at a moment's notice.
• Decision-making skills: be able to prioritize and make time-effective decisions. Attention to detail.
• Desire to be proactive and create a positive experience for others.
• Verify work is performed in accordance with procedures and applicable Federal, State, DOE regulations.
• Excellent written and verbal communication skills.

Level 4:

• Excellent written and verbal communication skills.
• Experience working in a dynamic office environment performing a variety of administrative office duties.
• Demonstrated experience establishing and implementing effective office procedures.
• Experience researching problems and working to resolve them in a professional and timely manner.
• Ability to follow written and oral instructions.
• Work effectively as a team member and individually.
• Exhibit sound judgment and good listening skills.
• Maintain confidentiality to sensitive matters.
• Must be willing to cover other shifts and assignments as required.
• Strong computer and software skills in the areas of Microsoft Office, email, and the internet.
• Attention to detail, advanced organizational and decision-making skills,
• Business professional attire.

Education and Experience Required:

Level 3:

Educational level typically acquired through completion of high school, combined with at least 5 years of related experience.

Level 4:

Educational level typically acquired through completion of high school, combined with at least 9 years of related experience.

Business Associations:

Level 3:

Contacts are frequent with individuals representing other departments, and/or representing outside organizations. Contacts involve obtaining or providing information or data on matters of moderate importance to the function of the department or which may be of a sensitive nature.

Level 4:

Contacts are frequent with individuals representing outside organizations, and/or individuals of significant importance within the company. Contacts involve planning and preparation of the communications, require skill, tact, persuasion and/or negotiation to accomplish the objectives of the communications.

Safety, Security, and Quality

While working to achieve N3B LLCC objectives, the Administrative Assistant will ensure all activities and operations are performed in a safe and deliberate manner to include protecting the confidentiality and integrity of Personally Identifiable Information (PII). This role will maintain required safety, security and operational training; assure procedural and regulatory compliance; and make safety, security and quality an integral part of every task; including taking the necessary steps to stop work if continuing the job is unsafe or compromises security.

Impact:

Level 3: Errors may be difficult to detect and would normally result in loss of customer business, material, or equipment to resolve.

Level 4: Errors are very difficult to detect and would normally require significant expenditures to resolve.

Working Conditions and Physical Requirements:

Normally assigned to perform work in an office environment. Only electrical hazards and other minor potential hazards normally found in an office environment are anticipated. Job performance requires adequate visual acuity and manual dexterity for meeting the requirements of the discipline. Office work environment.

N3B is an equal opportunity employer. N3B will ensure no applicant for employment or employee is denied equal opportunity because of race, color, religion, sex, gender identity, sexual orientation, pregnancy, status as a parent, national origin, age, disability (physical or mental), family medical history or genetic information, political affiliation, military service, or other non‑merit based factors. These protections extend to all management practices and decisions, including recruitment and hiring practices, appraisal systems, promotions, training, and career development programs.