Requisition Id 16465
Overview:
We are seeking an Executive Administrative Assistant who will support the Fusion and Fission Energy and Science Directorate (FFESD) at Oak Ridge National Laboratory (ORNL).
ORNL is the largest US Department of Energy Science and Energy Laboratory, conducting basic and applied research to deliver transformative solutions to compelling problems in energy and security. Our diverse capabilities span a broad range of scientific and engineering disciplines, enabling the Laboratory to explore fundamental science challenges and to carry out the research needed to accelerate the delivery of solutions to the marketplace.
FFESD plays a pivotal role in America's energy transformation into a clean, efficient, flexible, and secure energy future. Our researchers deliver breakthroughs in the development and deployment of fusion and fission energy in support of Department of Energy missions. FFESD seeks applications for its Executive Assistant role. This role is critical to the day-to-day administrative management of the Directorate Office. It is a highly visible position, both internally and externally, requiring appropriate discretion and good judgment. As the Executive Assistant for FFESD, you are responsible for supporting the FFESD Associate Laboratory Director (ALD) and ensuring effective executive office management. In this role, you will assume substantial responsibility for coordinating Directorate administrative activities in conjunction with other roles being defined.
Major Duties/Responsibilities:
Administrative Assistant Functions may include but are not limited to:
- Provide direct support to the ALD, which includes but is not limited to, calendar management, preparing materials, and meeting coordination and planning
- Maintain professional executive office atmosphere setting the tone for other administrative staff.
- Establish and maintain effective working relations with internal and external contacts such as government agencies, DOE contractors, universities, sponsors, vendors, suppliers, and agencies of foreign governments.
- Proactively make administrative decisions and judgments within the realm of responsibility and authority, using tact and discretion.
- During ALD's absence, act as authorized to ensure requests for action/information are relayed to appropriate sources.
- Process proposals and other strategic documents as required.
- Coordinate travel of ALD, FFESD staff, and guests for domestic and foreign travel.
- Ability to work effectively with remote platforms/software, including TEAMS, is critical.
- As needed, provide executive office duties such as printing, creating reports, exchanging correspondence, and proofreading documents.
- On an as-needed basis, may periodically be asked to support workshops, conferences, informational meetings, proceedings, scientific advisory board meetings, and seminars; schedule personnel, facilities, and related services and assist in communication with attendees; coordinate social activities, transportation, lodging, and meeting agendas as required.
- In conjunction with others, develop and maintain systems and databases to track office actions, deliverables, and those assigned to Directorate staff. Track completion of action items and advise staff of items needing attention.
- Support external communications activities of the ALD, for instance, support communications in developing briefings, etc.
- Serve as a resource on questions on policies and procedures, interpret guidelines, precedents, and practices, advise management and staff, interact with service and support organizations to facilitate conformance with procedures, initiate various services, or consult on problem areas.
- Prepare and process electronic forms.
- Frequently use ORNL Administrative Systems.
- Ensure compliance with environment, safety, health, and quality program requirements.
- Maintain a strong commitment to implementing and perpetuating values and ethics, including diversity of perspective.
Basic Qualifications:
- High School diploma and 10+ years relevant experience or associate’s degree and 7-10 years relevant office management and/or administrative support to higher levels of management.
- Experience in managing executive suites including interactions with multiple levels of management
- Proficiency in Microsoft Office (Teams, Outlook, Word, PowerPoint, Excel, Adobe Acrobat, and One Drive).
- Excellent interpersonal and communications skills (verbal and written) and the ability to interact professionally and tactfully with people at all levels, both within and outside the Laboratory.
- Demonstrated organizational skills and initiative.
- Ability to function well in a fast-paced research environment, set priorities to accomplish multiple tasks within deadlines, and adapt to ever-changing needs.
- Motivated self-starter with the ability to work independently and participate creatively in collaborative teams across the Laboratory.
Preferred Qualifications:
- AS or BS degree in business, communication, or relevant field.
- Working knowledge of administrative policies and procedures; familiarity with ORNL Administrative Systems.
Visa Sponsorship: Visa sponsorship is not available for this position.
Security, Credentialing, and Eligibility Requirements:
- This position requires the ability to obtain and maintain an HSPD-12 PIV badge.
- For employment at Oak Ridge National Laboratory (ORNL), a Real ID compliant form of identification will be required.
- Additionally, ORNL is subject to Department of Energy (DOE) access restrictions. All employees must also be able to obtain and maintain a federal Personal Identity Verification (PIV) card as mandated by Homeland Security Presidential Directive 12 (HSPD-12) and Department of Energy (DOE) Order 473.1A, which requires a favorable post-employment background investigation.
- To obtain this credential, new employees must successfully complete and pass a Federal Tier 1 background check investigation. This investigation includes a declaration of illegal drug activities, including use, supply, possession, or manufacture within the last year. This includes marijuana and cannabis derivatives, which are still considered illegal under federal law, regardless of state laws.
For more information about our benefits, working at ORNL, and living here, visit the “About” tab at jobs.ornl.gov.
About ORNL:
As a U.S. Department of Energy (DOE) Office of Science national laboratory, ORNL has an impressive 80-year legacy of addressing the nation’s most pressing challenges. Our team is made up of over 7,000 dedicated and innovative individuals! Our goal is to create an environment where a variety of perspectives and backgrounds are valued, ensuring ORNL is known as a top choice for employment. These principles are essential for supporting our broader mission to drive scientific breakthroughs and translate them into solutions for energy, environmental, and security challenges facing the nation.
ORNL offers competitive pay and benefits programs to attract and retain individuals who demonstrate exceptional work behaviors. The laboratory provides a range of employee benefits, including medical and retirement plans and flexible work hours, to support the well-being of you and your family. Employee amenities such as on-site fitness, banking, and cafeteria facilities are also available for added convenience.
Other benefits include the following: Prescription Drug Plan, Dental Plan, Vision Plan, 401(k) Retirement Plan, Contributory Pension Plan, Life Insurance, Disability Benefits, Generous Vacation and Holidays, Parental Leave, Legal Insurance with Identity Theft Protection, Employee Assistance Plan, Flexible Spending Accounts, Health Savings Accounts, Wellness Programs, Educational Assistance, Relocation Assistance, and Employee Discounts.
If you have difficulty using the online application system or need an accommodation to apply due to a disability, please email: ORNLRecruiting@ornl.gov.
This position will remain open for a minimum of 5 days after which it will close when a qualified candidate is identified and/or hired.
We accept Word (.doc, .docx), Adobe (unsecured .pdf), Rich Text Format (.rtf), and HTML (.htm, .html) up to 5MB in size. Resumes from third party vendors will not be accepted; these resumes will be deleted and the candidates submitted will not be considered for employment.
ORNL is an equal opportunity employer. All qualified applicants, including individuals with disabilities and protected veterans, are encouraged to apply. UT-Battelle is an E-Verify employer.
