Executive Assistant

Argonne; Chicago (IL); On-site; USD 41,000 - 64,000; Full time

Job summary

Argonne National Laboratory's Photon Sciences directorate seeks an Executive Assistant to provide a wide range of administrative support to two Deputy Associate Laboratory Directors and other leaders, with minimal supervision. The role manages calendars, travel, and document preparation.

You will coordinate meetings, arrange domestic and international travel, prepare presentations, and support large meetings and events, including visits by international guests, while upholding Argonne's core

Qualifications

• High School diploma with substantial admin experience.
• Ability to exercise sound judgment, discretion, and confidentiality.
• Experience managing calendars and arranging international travel.
• Proficiency with Microsoft Office and SharePoint.

Responsibilities

• Efficiently handle day-to-day operations and workflow of the directorate office.
• Manage emails and calendars, coordinate meetings, and arrange domestic and international travel.
• Compile and format presentations, and plan onsite visits.
• Arrange and support meetings, conferences, and workshops.
• Coordinate large meetings and events for domestic and international visitors.

Skills

Calendar management

Travel coordination

Email management

Presentations

Confidentiality

Interpersonal skills

Office software

Education

High School

Associate degree

Tools

Microsoft Office

SharePoint

Job description

Photon Sciences (PSC) comprises three research and support divisions centered on the Advanced Photon Source (APS) at Argonne, which provides the brightest storage ring-generated x-ray beams in the Western Hemisphere to more than 5,000 scientists worldwide. The directorate is seeking an Executive Assistant to provide a wide variety of administrative support for two Deputy Associate Laboratory Directors (DALDs) and other leaders within the Photon Sciences (PSC) directorate office with minimal supervision and with considerable degree of initiative.

Position Responsibilities

• Efficiently handle the day-to-day operations and workflow of the directorate office and provide back-up support for the Directorate Executive Assistant to the ALD.
• Manage emails and calendars, coordinate and schedule meetings, arrange domestic and international travel, compile and format presentations, and plan and coordinate onsite visits.
• Arrange and provide support at meetings, conferences, and workshops.
• Coordinate and facilitate large meetings and events for both domestic and international visitors by arranging travel, managing logistics, arranging catering, and assisting with the preparation and production of meeting materials.
• May be required to perform other duties as assigned.

Position Requirements

Position Requirements Minimum Education and Experience Requirements:High School and 10+ years’ experience, Associates and 8+ years’ experience, or equivalent Ability to exercise sound judgment, discretion, and confidentiality in handling sensitive information in a professional manner. Knowledge of administrative support and record-keeping procedures. Skill in managing calendars, scheduling appointments, arranging meetings, and coordinating onsite visits of others. Manage email communications and ensure timely follow-up on priority matters. Organizational skills including the ability to prioritize workloads, handle multiple priorities and the ingenuity and creativity to solve problems independently while managing time. Attention to detail required. Experience in preparing international and domestic travel requests and expense reports. Skills in composing correspondence, proofreading, taking meeting notes, and preparing and editing publications and reports. Knowledge of word processing, spreadsheet, database, and presentation software application packages; Microsoft Office applications (Excel, Word, PowerPoint, and Outlook). Proficiency with SharePoint, or willingness to learn. Ability to model Argonne’s core values of impact, safety, respect, integrity, and teamwork. Interpersonal skills, oral and written communication skills, and ability to interact with people at all levels both within and outside the laboratory.

Job Family Support Administrative (SA)

Job Profile Administrative Support 4

Worker Type Regular Time Type Full time

The expected hiring range for this position is $29.87 - $46.60. Please note that the pay range information is a general guideline only. The pay offered to a selected candidate will be determined based on factors such as, but not limited to, the scope and responsibilities of the position, the qualifications of the selected candidate, business considerations, internal equity, and external market pay for comparable jobs. Additionally, comprehensive benefits are part of the total rewards package.

As an equal employment opportunity employer, and in accordance with our core values of impact, safety, respect, integrity and teamwork, Argonne National Laboratory is committed to a safe and welcoming workplace that fosters collaborative scientific discovery and innovation.

Argonne encourages everyone to apply for employment.

Argonne is committed to nondiscrimination and considers all qualified applicants for employment without regard to any characteristic protected by law.

Argonne employees, and certain guest researchers and contractors, are subject to particular restrictions related to participation in Foreign Government Sponsored or Affiliated Activities, as defined and detailed in United States Department of Energy Order 486.1A.

You will be asked to disclose any such participation in the application phase for review by Argonne's Legal Department.

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Please be advised that Argonne positions require upon hire (or may require in the future) for the individual be to obtain a government access authorization that involves additional background check requirements.

Failure to obtain or maintain such government access authorization could result in the withdrawal of a job offer or future termination of employment.

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