Executive Assistant

Argonne National Laboratory; Lemont (IL); On-site; USD 62,000 - 97,000; Full time

Job summary

Argonne National Laboratory is seeking an Administrative Support 4 to manage day-to-day operations for the directorate office and provide essential backup for the Directorate Executive Assistant to the ALD. The role includes handling emails, calendars, travel arrangements, and preparing presentations for onsite visits.

The successful candidate will demonstrate strong judgment, confidentiality, and proficiency with Microsoft Office and SharePoint, while coordinating large meetings and events for

Qualifications

• 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.

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 travel, compile and format presentations, and plan 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, logistics, catering, and meeting materials.
• May be required to perform other duties as assigned.

Skills

Calendar management

Email management

Travel coordination

Meeting logistics

Office administration

Microsoft Office

SharePoint

Education

High School or Equivalent

Associate's Degree

Tools

SharePoint

Job description

Position Responsibilities

The successful candidate will:

• 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

• 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.

Preferred Knowledge, Skills, and Experience

• Knowledge of Laboratory and Directorate policies, practices, and procedures.
• Knowledge of Argonne applications FAVOR, Concur, PARIS, and PANDA.

Job Family

Support Administrative (SA)

Job Profile

Administrative Support 4

Worker Type

Worker Type Regular Time Type Full time

Salary and Benefits

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.

Equal Employment Opportunity

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.

Background Check and Access Authorization

All Argonne offers of employment are contingent upon a background check that includes an assessment of criminal conviction history conducted on an individualized and case-by-case basis.

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.

Additionally, all 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.