Administrative Assistant 4

Los Alamos National Security LLC; Los Alamos (NM); On-site; USD 55,000 - 75,000; Full time

Benefits offered by this job

Health benefits

Relocation assistance

PTO & holidays

Job summary

Los Alamos National Laboratory in Los Alamos, NM seeks an experienced Administrative Assistant 4 to provide flexible, directorate-wide administrative support. This floater role will backfill across ALDPS offices, transitioning to a dedicated assignment based on performance and organizational needs.

The role requires initiative, independent judgment, and the ability to work with minimal supervision in fast-paced environments. A Q clearance and U.S. citizenship are required where applicable.

Qualifications

• Advanced-level administrative support experience in fast-paced offices.
• Ability to acclimate quickly to new organizations and leadership expectations.
• Strong written and verbal communication, including proofreading.
• Experience coordinating complex calendars, travel, and action-item tracking.
• Resource on administrative policies and best practices.

Responsibilities

• Provide short- and long-term backfill to ensure continuity of administrative operations.
• Adapt quickly to varying leadership styles and processes.
• Coordinate calendars, meetings, travel, and visits.
• Prepare and distribute correspondence, reports, and briefing materials.
• Manage incoming/outgoing communications and action items.
• Maintain filing systems per Lab requirements.
• Serve as timekeeper and support business processes.

Skills

Advanced administrative support

Quick acclimation to new teams

Independent judgment

Communication skills

Calendar coordination

Policies and best practices knowledge

Office software proficiency

Education

High School Diploma

5 years related experience

Tools

Oracle Time and Effort

Ariba

Concur

UTrain

Job description

What You Will Do

The Associate Laboratory Directorate for Physical Sciences (ALDPS) is seeking an experienced and highly adaptable administrative professional with advanced-level administrative expertise to serve in a directorate-wide administrative coverage role. This position is designed to initially be a "floater," providing short-term backfill administrative support assignments to different ALDPS organizations based on vacancies, workload demands, and operational needs. Assignments may include group offices, division offices, program offices, national user facilities, and/or the directorate office.

This role offers a unique opportunity to gain broad exposure across a large and diverse directorate of R&D and operational organizations and will lead to placement in a dedicated assignment for one organization within ALDPS, based on performance and organizational needs.

This role requires a high degree of flexibility, initiative, and independent judgment. The selected candidate must be able to quickly integrate into new teams, assess organizational needs, and provide seamless administrative support with minimal supervision in fast-paced and evolving environments. The successful candidate will also serve as a trusted resource to leadership and administrative staff, applying expert knowledge of administrative practices, policies, and procedures while helping ensure consistency and efficiency across organizations.

Administrative Assistant 4

Key responsibilities include

• Providing short- and long-term backfill support to ensure continuity of administrative operations across ALDPS organizations.
• Transitioning between assignments and adapting quickly to varying leadership styles, office processes, and organizational priorities.
• Coordinating complex calendars, meetings, conferences, high-level visits, and domestic and foreign travel.
• Preparing, proofreading, and distributing correspondence, reports, and briefing materials.
• Tracking, prioritizing, and managing incoming and outgoing communications and action items.
• Maintaining filing systems in accordance with Laboratory requirements.
• Serving as a timekeeper and supporting administrative business processes, as needed.
• Serving as a point of contact and resource for administrative policies, procedures, and best practices.
• Providing guidance or informal mentorship to administrative staff and identifying opportunities to improve processes and consistency across organizations.
• Potentially serving as a visitor escort, procurement representative, and/or key custodian.
• Handling sensitive and/or classified information with discretion.

What You Need

Minimum Job Requirements

• Significant experience providing advanced-level administrative support in complex, fast-paced office environments.
• Demonstrated ability to quickly acclimate to new organizations, priorities, and leadership expectations, and deliver high-quality support with minimal direction.
• Demonstrated ability to exercise independent judgment, prioritize competing demands, and manage multiple tasks in dynamic environments.
• Strong written and verbal communication skills, including advanced proofreading and preparation of professional correspondence, reports, and briefing materials.
• Experience coordinating complex calendars, meetings, travel, and tracking action items.
• Demonstrated ability to serve as a resource on administrative policies, procedures, and best practices.
• Proficiency with standard office software and business systems.
• Ability to obtain and maintain a "Q" clearance (U.S. citizenship normally required).

Education/Experience

Position requires a High School Diploma and 5 years related experience; or, an equivalent combination of education and experience directly related to the occupation. At this level, additional training, certification, and/or education may be desirable.

Desired Qualifications

• Knowledge of Laboratory organizational structure and administrative policies and procedures.
• Experience supporting senior leadership.
• Experience with LANL systems such as Oracle Time and Effort, Ariba, Concur, UTrain, and related business systems.
• Current LANL Designated Procurement Representative and/or Purchase Card Holder.
• Experience mentoring or providing guidance to other administrative professionals.

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 maternity 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. To request such an accommodation, please send an email to [e-mail] or call (505)-664-6947.