HR-Business Services Administrative Assistant

Jefferson Lab; Newport News (VA); On-site; USD 52,000 - 70,000; Full time

Benefits offered by this job

Medical plan

Dental plan

Vision plan

Paid time off

Tuition assistance

Professional development

Job summary

Jefferson Lab is seeking an HR-Business Services Administrative Assistant to support executive leaders within Human Resources and Business Services. The role manages complex calendars, prepares briefings, drafts correspondence, and coordinates cross‑functional initiatives for a fast‑paced lab environment.

The ideal candidate has 7+ years of admin experience, strong confidentiality, and excellent MS Office skills, with an Associate's Degree.

Qualifications

• 7+ years of relevant experience required.
• Experience exercising discretion and confidentiality with sensitive information.
• Associate's Degree or higher in a related field.
• Excellent written and verbal communication skills for official correspondence.
• Strong organizational skills and proactive problem solving.

Responsibilities

• Provide administrative support to CHRO and Business Services leadership, including scheduling, travel, and expense reports.
• Coordinate complex calendars and executive meetings; prepare briefings and correspondences.
• Manage electronic databases and files; assist with presentation material preparation.
• Lead cross‑functional coordination on special projects with management and staff.
• Identify process improvements and map workflows without sacrificing quality.
• Prepare data and documentation for SURATech Boards and committees.

Skills

Calendar management

Executive support

Confidentiality

Communication

Scheduling

Travel coordination

Data management

Education

Associate's Degree in related field

Tools

MS Office

Electronic databases

Job description

Select how often (in days) to receive an alert:

Title: HR-Business Services Administrative Assistant

Location: Newport News, Virginia, US, 23606

Category: Business Administration

Classification: Admin. Support / Sec. IV

At Jefferson Lab,you’llchampioncutting-edgescience and operational excellence while shaping the future of discovery. Join us and make your mark – where excellence meets purpose, andgreat mindstruly matter.

The good-faith pay range for this role is $52,300 - $70,300 per year. Actual compensation may vary and may be above the posted range based on factors such as a candidate's skills, experience, education, certifications, and work location.

What your job will be like:

Seeking a highly skilled, organized and discreet Administrative Assistant to support executive leaders within the Human Resources, and Business Services divisions. This role performs advanced administrative, operational and coordination of duties, including managing complex calendars, organizing high‑priority meetings, preparing briefings and executive correspondence, and coordinating cross‑functional initiatives.

The ideal candidate demonstrates exceptional professionalism, sound judgment, and the ability to anticipate needs in a fast‑paced environment. This position routinely interfaces with staff, management, directorate members, users, students, and job applicants across the laboratory community.

In this job you will:

• Provides a broad range of administrative support to the CHRO and Associate Laboratory Director, Business Services, and on occasion, members of the Director's Office. Areas of support include: scheduling meetings, managing logistics, scheduling, meeting requests, drafting correspondence, preparation of expense reports, scheduling travel and interacting with high value candidates during the recruiting process, establishing and maintaining electronic databases and files, and preparing presentation material.
• Prime Contract Management coordinator and ensures all contract modifications are electronically cataloged and updated for ease of access for SURATech Corporate, Lab Director's Office and others with a need-to-know basis.
• Provides leadership to build interdepartmental relationships crucial to the success of the organization, and manages a variety of special projects, some of which may have organizational impact.
• Prioritizes conflicting needs; handles matters expeditiously, proactively, and follows-through on assignments to successful completion, often with time sensitive deliverables.
• Reviews existing processes and content, providing suggestions on more efficient ways to complete activities, develops process maps and works with colleagues to improve work flow without compromising quality.
• Researching and conducting data to prepare documents for review and presentation for the SURATech Boards of Directors, Committees, and other executives.
• Supports various lab-wide impact projects and reviews as they are scheduled. Requires coordination with various staff across the lab, to include senior management, Directorate and others.

Experience

• 7 or more years relevant experience required And
• Experience exercising discretion and confidentiality with sensitive company information.

Education

• Associate's Degree related field required

Education above the minimum may be substituted for experience.

Relevant experience may be substituted for education.

Knowledge, Skills, and Abilities

• Excellent verbal & written communication skills, especially with official correspondence documents.,
• Detailed oriented.,
• In-depth understanding of entire MS Office suite, along with social media platforms.,
• Excellent organizational skills with an ability to think proactively and prioritize work.,
• Resourceful; knows how to navigate the formal and informal channels to obtain needed information to gather all facts and make informed decisions or provide details options for consideration.,
• Anticipates needs of staff, is proactive in offering solutions or identifying resources to ensure task completion.,
• Ability to handle confidential information with discretion, be adaptable to various competing demands, and highest level of customer service and response.

About Jefferson Lab

Join a community with a common purpose of solving the most challenging scientific and engineering problems of our time. The Jefferson Lab campusis located insoutheasternVirginiaamidst a vibrant and growing technology community.

A career at Jefferson Lab is more than a job. You will be part of “big science” and work alongside top scientists and engineers from around the world unlocking the secrets of our visible universe. Managed by SURATech, LLC, Thomas Jefferson National Accelerator Facility is entering an exciting period of mission growth and is seeking new team members ready to apply their skills and passion to have an impact. You could call it work, or you could call it a mission. We call it a challenge. We do things that will change the world.

Total Rewards at Jefferson Lab

• Medical, Dental, and Vision Care Plans Flexible Spending Accounts
• Paid Time-off and Leave Programs (Paid Parental, vacation, holidays, and sick leave)
• Tuition Assistance, Training and Professional Development Programs
• Live near the waterways of the Chesapeake Bay region with access to nearby beaches, mountains, and all major metropolitan centers on the East Coast

SURATech, LLC manages and operates the Thomas Jefferson National Accelerator Facility (Jefferson Lab). SURATech is an Equal Opportunity Employer.

SURATech is committed to providing reasonable accommodation for people with disabilities (unless doing so will result in an undue hardship). If you need a reasonable accommodation for any part of the employment process, please send an e-mail to [e-mail] or contact Human Resources by calling [phone] and selecting option 1 between 8 am – 5 pm EST to provide the nature of your request.

Employment with SURATech is conditional upon DOE approval if at any time during your employment you are participating in a Foreign Government Talent Recruitment Program or Affiliated activity. Generally, such programs/activities include any foreign-state-sponsored attempt to acquire U.S.-funded scientific research through programs run or funded by the government that target scientists, engineers, students, academics, researchers, and entrepreneurs of all nationalities working or educated in the United States. This includes positions or appointments, both domestic and foreign, titled academic, professional, or institutional appointments whether or not remuneration is received and whether full-time, part-time or voluntary.

THOMAS JEFFERSON NATIONAL ACCELERATOR FACILITY IS MANAGED BY SURATech, LLC FOR THE U.S. DEPARTMENT OF ENERGY | jlab.org | 12000 Jefferson Avenue, Newport News, VA