Professional Staff Assistant

About This Role

Provide executive- and advanced-level administrative support to the ALDPI management team, specifically supporting the Senior Leadership in project organizations. Manage complex calendars, coordinate travel, and handle business operations tasks with minimal supervision, demonstrating discretion and strong problem-solving skills.

Responsibilities

• Manage complex calendars, planning logistics, managing schedule conflicts, and arranging local and cross-organizational meetings
• Coordinate domestic and foreign travel including requests, clearance processing, and procurement
• Manage necessary business operation tasks including HR, Procurement, Budget, and logistics
• Provide executive-level administrative support and office management in a complex environment
• Develop efficient ways to organize, track, and prioritize work, and make decisions regarding incoming information
• Develop networks effectively with other administrative staff and key contacts internal and external to the organization
• Organize, prioritize, and follow through to completion on multiple tasks with minimal supervision
• Independently interpret data and information to produce professional Word documents, Excel spreadsheets, and PowerPoint presentations
• Research, analyze, and resolve complex problems, both independently and as a team member

Requirements

• Demonstrated ability to provide advanced, high-level administrative support
• Proven teamwork skills with the ability to build and maintain effective working relationships
• Ability to organize, prioritize, and follow through on multiple tasks in a dynamic, fast-paced environment
• Proven ability to analyze complex issues, leverage available resources, exercise sound judgment, and develop practical solutions
• Excellence in verbal and written communication with appropriate discretion
• Commitment to delivering high-quality customer service
• Knowledge and experience with Microsoft Office Suite (Outlook, Excel, PowerPoint, Word, Teams)
• Ability to independently interpret data and information to produce professional documents
• Experience with Lab-wide business systems (Oracle, Time and Labor, Concur/Travel, Ariba, Fieldglass)
• Ability to make decisions with some guidance, research, analyze, and resolve complex problems
• Ability to work with staff of all levels internal and external to the organization

Qualifications

• Bachelor's degree and a minimum of 2 years of relevant experience, or an equivalent combination of education and experience
• 2+ years of relevant experience; 10 years without a bachelor's degree (for Staff Assistant 1), 5 years of relevant experience; 13 years without a bachelor's degree (for Staff Assistant 2)

Nice to Have

• Demonstrated experience in mentoring administrative assistants and other support staff
• Expert level experience with Lab-wide business systems (Oracle, Time and Labor, Concur/Travel, Ariba, Fieldglass, Utrain, FVTS, HR Portal system)
• Expert experience with Microsoft applications (Word, Excel, PowerPoint, Outlook)
• Advanced experience with tracking action items and deliverables, disposition of correspondence, safeguarding sensitive information, and composing/editing correspondence and reports
• Advanced knowledge of LANL's administrative policies and procedures

Skills

* Required skills

Benefits