Administrative Assistant - Office of International Programs (NA-10.2)Pay range: $90 - $115,000 annually
Job Summary:We are hiring a full-time Administrative Assistant to provide support to the Office of International Programs, NA-10.2, part of Department of Energy (DOE)/National Nuclear Security Administration (NNSA) Office of Defense Programs. You will provide business/program management support to the Director and staff. You will manage daily operations for NA-10.2 staff, gather and track weekly reports, provide administrative and logistic support, and participate in various weekly and biweekly meetings.
You'll work onsite daily at the DOE Headquarters Building, Forrestal, located in Washington, DC. After fully integrating into the organization, and with the approval of the NA-10.2 Director, you might be approved to work a hybrid schedule (onsite 3-4 days a week and remote work 1-2 days a week) as the workload allows.
Responsibilities: - Provide business/program management support to the Director and staff.
- Track action items, update multiple process spreadsheets, and prepare reports for senior leadership.
- Coordinate correspondence action items, edit documents, and upload and track documents in eDOCS.
- Ensure meeting reports related to international exchanges are completed on time, and review and submit all completed reports to Joint Atomic Information Exchange Group.
- Manage planning, logistics, and access approvals for executive meetings and travel (local, domestic, and international).
- Analyze and communicate requirements for international travel to Defense Programs personnel, including passing security clearances, country clearances, and visa requirements; and ensure paperwork is complete within the required timeline.
- Understand the unique requirements and facilitate building access for interagency and international partners by tracking incoming information and approvals, then submitting appropriate building access requests.
- Understand unique requirements and facilitate visitor access and clearance procedures for meetings at other domestic facilities, such as DoD sites for International Programs staff.
- Arrange and manage logistics for classified and unclassified conferences, meetings, and video teleconferences.
- Facilitate onboarding/offboarding of International Programs staff.
- Assist proactively with briefing book development.
Qualifications and Experience: - Bachelor's degree and a minimum of 2 years of experience, or an associate's degree and a minimum of 4 years of professional experience, in a similar
- Active Q or Top Secret security clearance (with ability to pass polygraph testing for additional accesses).
- Excellent writing, editing, and interpersonal communication skills.
- Ability to track and prioritize multiple tasks with attention to detail.
- Ability to analyze information, anticipate next steps, recognize potential issues, and identify necessary actions or solutions.
- Skilled with MS Office, particularly Word (including use of styles) and Excel (including use of macros).
- Experience with corporate business systems, such as the Federal Travel Management System, Concur, WorkDay, eDocs, and SharePoint.
Preferred qualifications:- Experience with DOE/NNSA processes and procedures preferred.
Compensation & Benefits: The expected base salary range for this role is $90 - $115,000 annually. Actual compensation will be determined based on factors including skills, experience, qualifications, and location.
