Executive Administrator

Allegheny Science and Technology; Idaho Falls (ID); On-site; USD 90,000 - 120,000; Full time

Job summary

Allegheny Science & Technology (AST) seeks an experienced Executive Administrator to support the DOE Idaho Operations Office (DOE-ID) Safeguards and Security Division in Idaho Falls, ID. You will manage executive calendars, travel, correspondence, and records while handling sensitive materials in a fast-paced federal environment.

The role requires five years of progressive experience, a DOE Q clearance, and strong MS Office proficiency.

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.

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

DOE clearance

Microsoft Office

Adobe Acrobat Pro

Concur Government Travel

Records management

Communication skills

Multitasking

Education

Bachelor's degree in a relevant field

Tools

Adobe Acrobat Pro

Concur Government Travel

Electronic Records Management Systems

Job description

2225 W. Broadway, Suite H, Idaho Falls, Idaho, 83402

Employment Type

Full time

Location Type

On-site

Department

Join Our Team!

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.

About AST

About AST
AST is a technology and energy solutions firm with expertise in applied science & technology, mission assurance, and data & decision analytics. AST integrates science and technology to deliver personalized service and trusted solutions for government and commercial clients.

EEO Commitment
AST is an Equal Opportunity Employer empowering people no matter their race, color, religion, sex, gender identity, sexual orientation, national origin, disability, or veteran status. We strive to create a diverse, inclusive and respectful organizational culture that values all.

Accommodations
If you are an individual with a disability and would like to request a reasonable workplace accommodation for any part of our employment process, please send an email to [e-mail] . Please indicate the specifics of the assistance needed. This option is reserved only for individuals who are requesting a reasonable workplace accommodation. It is not intended for other purposes or inquiries.

AST provides Equal Employment Opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, sex, national origin, age, disability, marital status, veteran status, sexual orientation, genetic information or any other protected characteristic under applicable law. In addition to federal law requirements, AST complies with applicable state and local laws governing nondiscrimination in employment in every location in which the company has facilities and at the client site. This policy applies to all terms and conditions of employment including: recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation and training.