Classified Programs Administrative Specialist

Los Alamos National Laboratory; Los Alamos (NM); On-site; USD 55,000 - 70,000; Full time

Benefits offered by this job

Health insurance

Dental insurance

Vision insurance

Life and disability insurance

Maternity and parental leave

401(k) with employer match

Tuition assistance

Flexible schedules / PTO

Onsite gyms

Relocation assistance

Job summary

Los Alamos National Laboratory is seeking a motivated Professional Staff Assistant to provide high-level administrative support in a classified environment. You will be the first point of contact for the GS-IET Program Office, coordinating onboarding, scheduling, travel, procurements, and meetings with internal and external partners.

You will work under the Program Director and Deputy, balance competing priorities, and maintain calendar integrity while ensuring discretion on sensitive matters.

Qualifications

• Bachelor's Degree plus 2 years of related experience required or an equivalent combination.
• Proven ability to provide high-level administrative support in a busy office.
• Strong problem-solving skills and the ability to develop solutions.
• Ability to work independently with minimal supervision while managing multiple projects.
• Excellent interpersonal, verbal, and written communication skills.
• Experience managing multiple complex calendars.
• Experience coordinating complex travel.
• Experience completing complex procurements.
• Experience coordinating high-profile meetings and events.
• Dependable with good attendance and reliable work quality.
• Team player able to work under pressure and adapt to changing priorities.

Responsibilities

• Maintain a professional office atmosphere and demonstrate initiative, versatility, accuracy, tact, and professional discretion when dealing with matters sensitive to national security.
• Confidently provide professional support for onboarding, scheduling and coordinating multiple concurrent visits.
• Manage multiple schedules for office personnel, including deconflicting, scheduling overlaps and proactively ensuring routine and dynamic meetings are communicated.
• Under supervision of the Program Director and Deputy Program Director coordinate coverage for IET Program Office during out of office occasions.
• Serve as the office procurement specialist, including holding Designated Procurement Representative purchasing card authorities.
• Coordinate logistics, scheduling announcements, and administrative facilitation of business, operational, and/or programmatic meetings and/or conferences.
• Provide expert calendar management for Internal and External collaborators by Program Directors/Program Managers by coordinating commitments.
• Serve as the point of contact and liaison with customers and sponsors as well as with senior management offices (internal/external) and personnel regarding issues and policies related to the Program Office.
• Track contract commitments and procurements
• Routinely execute project procurements and occasionally seek approval to acquire specific non-routine items (must be able to maintain Super Designated Procurement Representative qualification).

Skills

Administrative support

Problem solving

Independent work

Project management

Communication skills

Calendar management

Travel coordination

Procurement

Meeting coordination

Teamwork

Education

Bachelor's Degree and 2 years related experience

Job description

Los Alamos National Laboratory is seeking a motivated Professional Staff Assistant to provide high-level administrative support in a classified environment. You will be the first point of contact for the GS-IET Program Office, coordinating onboarding, scheduling, travel, procurements, and meetings with internal and external partners.

You will work under the Program Director and Deputy, balance competing priorities, and maintain calendar integrity while ensuring discretion on sensitive matters.