Executive Assistant (Executive Administrative)

Esphera Concepts Job Description

Under general direction and federal oversight, the Department of Energy (DOE), National Nuclear Security Administration (NNSA), Defense Programs (DP), National Nuclear Security Administration (NNSA) has need of a full time, contractor-staffed, Executive Administrative Assistant to support the Stockpile Services Division (NA 122.1) within NA-10 (Office of Defense Programs). This is a primary assistant role in support of the NA-122.1 Leadership (i.e., Director and Deputy Director and other Federal staff as assigned.

This mid-career level individual will be located at NNSA-ABQ/KAFB and collaborate with NA-122.1 administrative staff located at NNSA-HQ/FORS, their Executive Assistant counterparts supporting other NA-12 Programs/Offices, other (non-NA-12) NNSA Offices, and other (non-NNSA) staff as assigned. As a public-facing representative of the NA-122.1 Office Leadership, the individual is expected to convey a high degree of professionalism, be proactive in their support, demonstrate diplomacy and tact in their engagements, maintain confidentialities, and successfully work in classified and unclassified environments. The individual will use advanced computer skills to streamline processes, manage executive schedules, as well as compile briefings, reports, and track actions. The position requires experience exercising mature judgment and making independent decisions in accordance with established policies, rules, and procedures. The work performed is in support of the successful achievement of goals related to long term, multi-million-dollar programs within NA-122.1 and the NNSA Office of Defense Programs.

Preference is for an experienced individual with demonstrated experience performing in an Executive

Administrative Assistant role, and with expertise working in government, DOE, DoD or military environments. Individuals are preferred to have experience working in a classified environment and relevant understanding of policies and procedures applicable to support government programs. The individual must be self-starting, possess an ability to work in a highly dynamic environment, and have an ability to interface with a broad range of federal and contractor staff and leadership.

Experience/Qualifications:

• Active DoD TS and/or DOE Q clearances highly desired

• DoD S and/or DOE L clearance individuals are also encouraged to apply.

• Bachelor’s degree in a related field desired. Associate degree and combination of work experience will be considered.

• Minimum of 5-7 years of related experience highly desired. Interagency experience desired.

• Excellent written and verbal communication skills, with demonstrated experience developing

briefings/correspondence for senior and executive management.

• Proficiency in the Microsoft Office suite (MS Word, MS PowerPoint, Outlook, and MS Excel) with particular emphasis on word processing, presentation, and calendar/meeting management applications required and proficiency may be tested.

• Proficiency in federal travel system (e.g., Concur), federal timekeeping system, SharePoint, and Adobe Acrobat Pro desired.

• Experience with administering security processes that ensured security and integrity of classified systems, hardware, and data in accordance with established procedures.

• Nuclear weapons program experience desired, however, not a requirement.

Key Attributes and Roles/Responsibilities

• Detail oriented, professional demeanor with strong organizational and proven interpersonal skills.

• Maintaining attention to detail in a multi-project work environment, with potential frequent interruptions, with competing needs requiring clear understanding of prioritization.

• Ability to exercise mature judgment and make independent decisions in accordance with established policies, rules and procedures.

• Ability to work in a team environment to include interacting with a range of federal and contractor staff, communicating effectively, verbally, and in writing.

• Experience with a broad range of executive/management assistant responsibilities including the ability to manage executive schedules, multiple meetings, and work in classified and unclassified environments. • Managing a wide range of management and administrative duties (travel, calendars, correspondence, organization charts, telephone lists) in support of the Office.

• Using computer skills including information management, using and managing data, setting up and troubleshooting electronic processes to streamline procedures.

• Developing and managing the NA-122.1 office master schedule of meetings and actions.

• Clear capabilities in managing external communications, training, office management, and information archival. • Reviewing timesheets for completeness and compliance in a federal timekeeping system.

• Using a federal travel system to manage and track travel expenses.

• Coordinating with logistics staff to support Office facilities requirements (e.g., equipment) and office space. • Setting up offices and support for onboarding new personnel.

• Processing classified Visit Requests.

• Arranging classified/unclassified conferences (video or telephone conference calls) and meetings.

• Administering security procedures for access to controlled areas.

• Overseeing classified and unclassified document management.

• Experience with administering security processes that ensure security and integrity of classified systems, hardware, and data.

• Managing physical security of classified safe and administering security procedures for access to controlled areas.

• Protect integrity, authenticity, and confidentiality of records in accordance with established procedures. • Assisting NA-122.1 Federal staff with briefings, uploading materials and slides for meetings.

• Working with NA-122.1 federal and contractor staff to track and monitor deliverables and actions.

• Managing classified and unclassified documents within SharePoint; ensuring classified and unclassified document management is in accordance with regulations.

• Facilitating leadership/senior management correspondence and communication including preparing briefings, memos, and correspondence with minimal oversight, as well as accurately composing and preparing effective correspondence and reports.

• Maintaining awareness of and competence in NNSA-HQ/FORS initiatives for communication and information sharing.

Additional information

To be an official applicant to ESPHERA CONCEPTS, you must submit a resume and online application. Resumes submitted remain active for six months.

Candidates for positions that require a Security Clearance as noted in the requirements section of the opportunity posting will be subject to pre-employment eligibility screening to include background checks and drug screening.

Contact ESPHERA CONCEPTS opportunities link for career insights, news and latest job opportunities. To all recruitment agencies: ESPHERA CONCEPTS only accepts resumes from agencies on our Approved Agency List. Please do not forward resumes to our applicant tracking system, ESPHERA CONCEPTS employees, or send to any ESPHERA CONCEPTS company location. ESPHERA CONCEPTS is not responsible for any fees related to unsolicited resumes.

ESPHERA CONCEPTS is committed to creating a diverse environment and is proud to be an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, gender, gender identity or expression, sexual orientation, national origin, genetics, disability, age, or veteran status. ESPHERA CONCEPTS is also committed to compliance with all fair employment practices regarding citizenship and immigration status.

Job Type: Full-time

Pay: $65,000.00 - $95,000.00 per year

Benefits:

• Dental insurance
• Employee assistance program
• Flexible schedule
• Flexible spending account
• Health insurance
• Health savings account
• Life insurance
• Paid time off
• Retirement plan
• Vision insurance

Schedule:

• 8 hour shift
• Monday to Friday

Education:

• Bachelor's (Required)

Experience:

• Executive administrative support: 6 years (Required)

Security clearance:

• Secret (Required)

Ability to Commute:

• Albuquerque, NM 87116 (Required)

Ability to Relocate:

• Albuquerque, NM 87116: Relocate before starting work (Required)

Work Location: In person