Executive Administrator

Allegheny Science & Technology; Idaho Falls (ID); On-site; USD 70,000 - 90,000; Full time

Job summary

Allegheny Science & Technology (AST) is seeking an experienced Executive Administrator to support the DOE Idaho Operations Office Safeguards and Security Division in Idaho Falls, ID. The role requires strong organization, discretion with sensitive information, and ability to manage competing priorities in a federal environment.

Key duties include calendar management, travel coordination using Concur, document processing, and maintaining records.

Qualifications

• Minimum of five (5) years of progressive executive administrative experience.
• Active DOE Q clearance.
• Advanced proficiency in Microsoft Office Suite, including Word, Excel, PowerPoint, and Outlook.
• Proficiency with Adobe Acrobat Pro, Concur Government Travel, and electronic records management systems.
• Excellent written and verbal communication skills with strong attention to detail.
• Demonstrated ability to manage multiple priorities, coordinate complex schedules, and work independently with minimal supervision.
• U.S. Citizenship is required.
• Bachelor's degree in a relevant field preferred.

Responsibilities

• Manage and coordinate executive calendars, schedules, meetings, briefings, and conferences for division leadership and management officials.
• Coordinate official government travel arrangements, including transportation, lodging, itineraries, travel authorizations, expense vouchers, and reconciliation using Concur.
• Prepare, proofread, format, and process official correspondence, memorandums, reports, presentations, and other administrative documents.
• Maintain and organize classified and unclassified records, electronic filing systems, and document management processes in accordance with applicable federal requirements.
• Coordinate incoming and outgoing correspondence, mail, and packages, ensuring proper handling of sensitive and classified materials.
• Track division-wide action items, assignments, deliverables, and reporting requirements to support timely completion.
• Coordinate meetings, executive visits, conference room reservations, visitor access requests, and related administrative logistics.
• Maintain organizational charts, personnel rosters, emergency contact lists, and other division administrative records.
• Compile and consolidate activity reports, performance metrics, and executive summaries for leadership review.
• Assist with government travel card administration, account maintenance, and transaction reconciliation.
• Provide additional administrative and operational support to division leadership as needed, including occasional after-hours assistance for urgent travel requirements.

Skills

Calendar management

Travel coordination

Documentation & records management

Communication skills

Multitasking & prioritization

Discretion with sensitive information

Independent work

Education

Bachelor's degree (preferred)

Tools

Microsoft Office Suite

Adobe Acrobat Pro

Concur Government Travel

Electronic Records Management Systems

Job description

Allegheny Science & Technology (AST) is seeking an experienced Executive Administrator to support the Department of Energy (DOE) Idaho Operations Office (DOE-ID) Safeguards and Security (S&S) Division in Idaho Falls, ID. This position provides executive-level administrative, organizational, and operational support to division leadership and staff. The ideal candidate will possess strong organizational and communication skills, demonstrate discretion when handling sensitive information, and effectively manage competing priorities in a fast-paced federal environment.

Duties & Responsibilities:

• Manage and coordinate executive calendars, schedules, meetings, briefings, and conferences for division leadership and management officials.




• Coordinate official government travel arrangements, including transportation, lodging, itineraries, travel authorizations, expense vouchers, and reconciliation using Concur.




• Prepare, proofread, format, and process official correspondence, memorandums, reports, presentations, and other administrative documents.




• Maintain and organize classified and unclassified records, electronic filing systems, and document management processes in accordance with applicable federal requirements.




• Coordinate incoming and outgoing correspondence, mail, and packages, ensuring proper handling of sensitive and classified materials.




• Track division-wide action items, assignments, deliverables, and reporting requirements to support timely completion.




• Coordinate meetings, executive visits, conference room reservations, visitor access requests, and related administrative logistics.




• Maintain organizational charts, personnel rosters, emergency contact lists, and other division administrative records.




• Compile and consolidate activity reports, performance metrics, and executive summaries for leadership review.




• Assist with government travel card administration, account maintenance, and transaction reconciliation.




• Provide additional administrative and operational support to division leadership as needed, including occasional after-hours assistance for urgent travel requirements.

Required Qualifications:

• Minimum of five (5) years of progressive executive administrative experience.




• Active DOE Q clearance.




• Advanced proficiency in Microsoft Office Suite, including Word, Excel, PowerPoint, and Outlook.




• Proficiency with Adobe Acrobat Pro, Concur Government Travel, and electronic records management systems.




• Excellent written and verbal communication skills with strong attention to detail.




• Demonstrated ability to manage multiple priorities, coordinate complex schedules, and work independently with minimal supervision.




• Strong interpersonal skills, professionalism, and discretion when handling sensitive and classified information.




• U.S. Citizenship is required.

Desired Qualifications:

• Bachelor's degree in a relevant degree preferred.




• Previous experience providing executive administrative support within a federal government agency or national security program.




• Familiarity with federal travel regulations, government correspondence procedures, and classified records management requirements.