Senior Administrative Assistant – DOE/SCI Ops

Los Alamos National Laboratory; Los Alamos (NM); On-site; USD 52,000 - 72,000; Full time

Job summary

Los Alamos National Laboratory in Los Alamos, NM seeks an energetic Administrative Assistant 4 to support the Analytics, Intelligence and Technology Division. You will manage calendars, arrange travel, prepare documents, and greet visitors, staff, and officials in a professional, customer-focused environment.

The role requires high attention to detail, strong communication, and the ability to work independently in a dynamic office.

Qualifications

• Exceptional attention to detail.
• Extensive experience and proven competence in professional administrative assistance or office management.
• Extensive experience researching, analyzing, and resolving problems and issues both independently and as a team member.
• Demonstrated excellence in interacting effectively with management, peers, and customers (internal/external).
• Ability to obtain DOE Q and SCI Clearances.
• Position requires a High School Diploma and 5 years related experience; or, an equivalent combination of education and experience directly related to the occupation.
• Active Q clearance (desired).
• Demonstrated experience with travel reservations and reimbursement processes.
• Experience with hosting external visitors (foreign nationals).
• Experience with lab wide systems (Oracle E-Business Suite, FVTS, Concur, Ariba).

Responsibilities

• Providing oversight of the administrative functions and management of the office.
• Managing calendars and answering phones for group management, including related decision-making and prioritization.
• Prioritizing and tracking group administrative tasks to completion.
• Creating and maintaining spreadsheets and database files.
• Serving as the Group Office primary timekeeper, Designated Procurement Representative (DPR), records manager, key custodian, and classified matter custodian.
• Handling purchasing and purchase requests from the group/division.
• Assisting with travel requests, booking travel, and submitting travel reimbursements.
• Serving as the first point of contact for visitors to our spaces.
• Onboarding visitors including: preparing documentation, access control, scheduling escorts, clearance transfers, etc.
• Onboarding new staff and students including preparing documentation and welcome packets to ensure that workspaces are outfitted properly.
• Manage incoming/outgoing correspondence/documents and following processes.
• Preparing, composing, and editing documents and memos.
• Interfacing with facilities, human resources, IT support, and other offices to help solve problems in a timely manner.
• Support for annual property inventory.

Skills

Attention to detail

Administrative support

Communication

Time management

Problem solving

DOE Q/SCI clearance

Education

High School Diploma + 5 years experience

Tools

Microsoft 365 Suite

Google Drive

Job description

Los Alamos National Laboratory in Los Alamos, NM seeks an energetic Administrative Assistant 4 to support the Analytics, Intelligence and Technology Division. You will manage calendars, arrange travel, prepare documents, and greet visitors, staff, and officials in a professional, customer-focused environment.

The role requires high attention to detail, strong communication, and the ability to work independently in a dynamic office.