Director’s Executive Assistant - Strategic Scheduler

Fermilab; City of Batavia (NY); On-site; USD 56,000 - 70,000; Full time

Benefits offered by this job

Medical, Dental, Vision

Flexible Spending Accounts

Paid time off

Life insurance

Disability insurance

Retirement benefits

Onsite day care

Job summary

Fermilab is seeking an Executive Assistant to support the Director onsite at Batavia. You will manage complex schedules, prioritize meetings, and coordinate travel while maintaining strict confidentiality.

You will prepare materials for meetings, document minutes, and help track action items for leadership decisions. Ideal candidates have 8+ years of administrative experience, an Associate’s degree, and familiarity with DOE or national lab environments.

Qualifications

• Associate’s degree required; 8+ years administrative experience preferred.
• Experience with the DOE or National Laboratory environment strongly preferred.
• Equivalent experience may be considered in lieu of degree.
• Ability to navigate complexLab structures and approvals processes.
• Proven ability to manage cross-functional communication and prioritize tasks.

Responsibilities

• Manage the leader’s complex schedule, prioritizing meetings and travel arrangements.
• Prepare and distribute meeting notes, track action items, and coordinate follow-ups.
• Handle confidential information with discretion and compliance with policies.
• Coordinate domestic and international travel plans for the leader.
• Support special assignments, cost-saving initiatives, and ad-hoc requests.

Skills

Executive support

Calendar management

Communication

DOE familiarity

Education

Associate’s degree

Tools

Microsoft Office Suite

Job description

Fermilab is seeking an Executive Assistant to support the Director onsite at Batavia. You will manage complex schedules, prioritize meetings, and coordinate travel while maintaining strict confidentiality.

You will prepare materials for meetings, document minutes, and help track action items for leadership decisions. Ideal candidates have 8+ years of administrative experience, an Associate’s degree, and familiarity with DOE or national lab environments.