Executive Administrative Assistant

Idaho National Laboratory (INL) is seeking TWO Executive Administrative Assistants in the Laboratory Director’s Office to provide professional administrative support and manage general office tasks for the Deputy Laboratory Director for Management and Operations and Chief Operations Officer and for the Deputy Laboratory Director for Science and Technology and Chief Research Officer. Our team works a 9x80 schedule located out of our Idaho Falls facility with every other Friday off.

These two positions also support and work in direct coordination with staff from the Laboratory Director’s office, senior leadership team, and others. The roles require the capability to independently review, prioritize, delegate, or act upon organizational requests with minimal direction and with the highest degree of quality. You will work independently and as a team member, exhibiting creativity and ingenuity to resolve complex problems within your area of responsibility. A high level of business acumen and confidentiality is essential, and you must quickly and effectively process, comprehend, and respond to critical information related to the team’s mission and vision.

Responsibilities Include:

• Strategically prioritize and coordinate, and deconflict the Deputy Laboratory Director’s schedule and time commitments, including arranging complex travel arrangements and related expense reports while following required policies and procedures.
• Coordinate closely with leadership and staff to determine priorities, ensuring completion and significantly contributing to the achievement of organizational milestones, laboratory goals, and objectives. Identify and track action items to completion and at the highest level of accuracy for the Deputy Laboratory Director and assigned staff.
• Initiate and respond directly to administrative responsibilities, addressing and resolving problems and inquiries, and complete requests by researching, compiling, and summarizing data, utilizing extensive knowledge of organizational policies and structure.
• Monitor a broad spectrum of business functions and independently review actions, resolve issues, and escalate significant matters to the appropriate management level. Utilize extensive personal knowledge and experience to interface with all levels of management and personnel, effectively executing administrative functions.
• Organize and execute routine and non-routine meetings and special functions/events, including the preparation of logistics and deliverables. 
• Prepare, coordinate, and provide oversight for deliverables (correspondences, reports, materials, laboratory documents, etc.) issued by the Deputy Laboratory Director, reviewing and editing for format and appropriate content, and ensuring high-quality output.
• Complete acquisition of materials and services, following required guidelines. Complete property inventories.
• Maintain confidentiality and security of administrative and technical information, including sensitive data, following company policies.
• Proactively mentor and provide guidance to junior administrative staff, fostering their professional development and ensuring their alignment with organizational standards. Assist in hiring, training and mentoring of administrative team members.
• You will report to the Deputy Laboratory Director.