Staff assistant

What You Will Do The Integrated Weapons Experiments (J) Division is looking for a motivated, customer service focused, and experienced Professional Staff Assistant to provide business and administrative support to the J Division Office.

The selected candidate must be an excellent problem-solver and be able to anticipate challenges and obstacles and tactfully resolve them while providing professional administrative support to the division leader, deputy division leader, group level management, first line managers, and division staff members.

While executing your responsibilities, you will consistently maintain a professional office atmosphere, demonstrating attention to detail and accuracy, initiative, versatility, tact, and confidentiality.

You will work closely with the J Division Staff Operations Manager in creating and maintaining a team environment marked by close cooperation, adaptability, and a willingness to provide support where needed while serving as a point of contact, resource, and role model for administrative staff throughout J Division.

Job responsibilities include but are not limited to :

• Provide expert calendar management for the Division Office staff by independently coordinating commitments with appropriate contacts.
• Efficiently manage and coordinate domestic and foreign travel arrangements for J-DO staff, often on short notice.
• Plan and coordinate logistics for meetings, including preparation of materials.
• Researching and analyzing issues and independently identifying creative solutions to enhance office production.
• Serve as lead contributor for organizing visits with internal / external participants.
• Serve as a Professional Buyer.
• Act as a resource to all administrative personnel in J Division; demonstrate a willingness to provide support where needed and assist with special projects.

What You Need Minimum Job Requirements : Administrative Support Advanced-level experience providing administrative support in a busy environment requiring office management including safety, security, correspondence, records management, travel, time and effort, complex calendar management, meeting scheduling and logistics, and executing high level procurements.

Demonstrated ability to accurately prepare and process PowerPoint presentations and other documents. Demonstrated experience with action tracking, including successful completion to closure.

Utilization of tact, diplomacy, and discretion while dealing with sensitive and confidential information. Organization and Time Management Demonstrated ability to organize, prioritize and follow-through to completion on multiple tasks, often under strict deadlines, with frequent interruptions, and changing priorities in a dynamic and fluid working environment.

Demonstrated record of dependability, availability, attendance, and punctuality. Teamwork Ability to work independently and collaboratively in support of the team / mission.

Willingness to provide support wherever needed in a fast-paced customer service-oriented office. Business Systems Expert-level knowledge and experience with Microsoft Office Suite (particularly with Outlook, Excel, PowerPoint, Word, and Teams);

databases. Ability to learn and use other business systems used for personnel records, procurement, travel, financial information, etc.

Ability to independently interpret data and information to produce professional products. Communication Excellent interpersonal, verbal, and written communication skills while interacting effectively with people throughout the organization hierarchy and in partnership with internal support organizations.

Grammatical proficiency, formatting, and editing capabilities expected at this level. Education / Experience : Position requires a bachelor's degree and 2 years related experience;

or an equivalent combination of education and experience directly related to the occupation. Undergraduate coursework may be expected at this level. Desired Qualifications :

• Knowledge of the Laboratory's organizational structure and administrative policies, practices, and procedures.
• Experience working in Microsoft Teams, Webex, or other conferencing and telecommunication systems.
• Experience serving as a Professional Buyer.
• Applicants must currently hold, or have the ability to obtain a Q clearance, which normally requires U.S. citizenship.

Last updated : 2024-03-26