Administrative Assistant - Shared Services

Aalo Atomic; Idaho Falls (ID); On-site; USD 36,000 - 54,000; Full time

Benefits offered by this job

Paid Time Off

Job summary

Aalo Atomics seeks an Administrative Assistant to serve as a shared resource supporting employees and business functions. You will manage documents, records, and access control while handling travel, meetings, presentations, and onboarding tasks.

The role requires strong organizational skills, discretion, and proficiency with MS Office. On-site work in Idaho Falls, ID is required, with US citizenship as noted in policy requirements.

Qualifications

• High school diploma or equivalent; additional administrative training is preferred.
• Two or more years of administrative, office, records-management, document-control, or related experience preferred.
• Strong organizational skills and exceptional attention to detail.
• Ability to manage multiple priorities and meet deadlines.
• Excellent written and verbal communication skills.
• Proficiency with Microsoft Office, including Outlook, Word, Excel, and Teams.
• Ability to learn and consistently use document-management, data-room, and access-control systems.
• Ability to handle confidential information with discretion.
• Must work on-site in Idaho Falls, Idaho.

Responsibilities

• Maintain organized electronic and physical document repositories.
• Serve as the central point of contact for storing, organizing, retrieving, and retaining Company documents.
• Apply naming, filing, version-control, retention, and disposition practices.
• Coordinate document uploads, indexing, and maintenance across approved Company systems.
• Help segregate documents based on confidentiality, export-control, regulatory, contractual, and role-based access requirements.
• Confirm documents are shared only with authorized personnel.
• Maintain access lists, permissions records, and document-retention logs.
• Assist with periodic document audits and retention reviews.
• Escalate unauthorized access or misfiled information to the appropriate manager.
• Handle confidential and sensitive information responsibly.
• Book and coordinate travel, lodging, transportation, and related arrangements.
• Prepare, copy, scan, print, bind, distribute, and archive documents.
• Schedule meetings and support meeting logistics.
• Assist with presentations, reports, and other materials.
• Support onboarding, visitor coordination, and general office needs.
• Maintain office supplies and administrative records.
• Provide administrative support to multiple departments and teams.
• Perform other related duties and special projects.

Skills

Organizational skills

Attention to detail

Written and verbal communication

Microsoft Office

Team collaboration

Document management

Education

High school diploma

Administrative training

Tools

Microsoft Office Suite

Document management systems

Access-control systems

Job description

Administrative Assistant - Shared Services

Aalo Atomics is pioneering a new era in clean energy with factory-fabricated microreactors designed to deliver affordable, scalable, and reliable nuclear power. Our mission is to make nuclear energy globally accessible, starting with the Aalo-1, a 10 MWe reactor leveraging cutting-edge safety, modularity, and efficiency. Based in Austin, TX, we’re rapidly growing as we work to deploy the world’s first fleet of advanced microreactors. Join us and help revolutionize energy for a sustainable future.

About the role

Aalo is seeking a highly organized and dependable Administrative Assistant to serve as a shared resource supporting employees and business functions across the Company. This position will provide day-to-day administrative support while serving as a central point of contact for the storage, organization, access control, and retention of Company documents and information.

The successful candidate will be detail-oriented, discreet, service-minded, and capable of handling sensitive business, technical, contractual, and regulatory information in accordance with Company policies and applicable access requirements.

What you'll do

Document and Information Management

• Maintain organized electronic and physical document repositories.
• Serve as the central point of contact for storing, organizing, retrieving, and retaining Company documents.
• Apply established naming, filing, version-control, retention, and disposition practices.
• Coordinate document uploads, indexing, and maintenance across approved Company systems.
• Help segregate documents and information based on confidentiality, export-control, regulatory, contractual, and role-based access requirements.
• Confirm that documents are shared only with personnel who have appropriate authorization and a legitimate business need.
• Maintain access lists, permissions records, and document-retention logs as directed.
• Assist with periodic document audits, records clean-up, and retention reviews.
• Escalate suspected unauthorized access, misfiled information, missing records, or other information-management concerns to the appropriate manager or security contact.
• Handle confidential, proprietary, export-controlled, and other sensitive information responsibly.

Administrative and Business Support

• Book and coordinate business travel, lodging, transportation, and related arrangements.
• Prepare, copy, scan, print, bind, distribute, and archive documents.
• Schedule meetings, coordinate conference rooms, and support meeting logistics.
• Assist with preparation of presentations, reports, correspondence, forms, and other business materials.
• Support onboarding, visitor coordination, office administration, and general workplace needs.
• Help maintain office supplies, equipment, and administrative records.
• Provide administrative support to multiple departments and team members as business needs require.
• Perform other related duties and special projects as assigned.

Qualifications

• High school diploma or equivalent; additional administrative or business training is preferred.
• Two or more years of administrative, office, records-management, document-control, or related experience preferred.
• Strong organizational skills and exceptional attention to detail.
• Ability to manage multiple priorities and meet deadlines.
• Excellent written and verbal communication skills.
• Proficiency with Microsoft Office, including Outlook, Word, Excel, and Teams.
• Ability to learn and consistently use document-management, data-room, and access-control systems.
• Ability to handle confidential information with discretion.
• Ability to work collaboratively as a shared resource across multiple departments.
• Must be able to work on-site in Idaho Falls, Idaho.

U.S. citizenship is required for this position because the role may involve access to information or facilities subject to U.S. citizenship-based security or regulatory requirements.

Preferred Qualifications

• Experience supporting engineering, manufacturing, energy, nuclear, defense, technology, or other regulated industries.
• Experience with contract repositories, data rooms, records-management systems, or document-control procedures.
• Familiarity with access permissions, information classification, export-control restrictions, or controlled-document handling.
• Experience coordinating travel and administrative support for executives or technical teams.
• Experience working in an environment requiring strict confidentiality and adherence to written procedures.

Core Competencies

• Integrity and discretion
• Organization and follow-through
• Accuracy and attention to detail
• Responsiveness and customer service
• Judgment and confidentiality
• Adaptability and initiative
• Clear communication
• Ability to work independently and collaboratively

Requirements

• Based in the United States
• Willing to work on-sitein Idaho Fall, ID

What We Offer

• Paid Time Off

Additional Information

Aalo Atomics provides a collaborative and supportive work environment, opportunities for professional growth, intellectually challenging careers, and competitive compensation. Aalo Atomics is an equal opportunity employer and considers all employment decisions without regard to race, color, religion, national or ethnic origin, sex, sexual orientation, gender identity or expression, age, disability, veteran status, or any other characteristic protected by law.

Applicants must be U.S. Citizens or U.S. Persons in compliance with 10 CFR Part 810 and may not hold non-compliant foreign citizenships.