What You Will Do
The Weapon Facilities Operations (WFO-DO) is seeking a motivated and customer-focused Administrative Assistant to provide high-level administrative support to the Division Office. In this role, reporting to WFO-DO Staff Operations Manager, you will manage complex calendars, organize domestic and foreign travel, handle sensitive and classified information, and facilitate internal communications. You will also maintain electronic and hardcopy files, generate professional reports and correspondence, and serve as the timekeeper, procurement representative, and P-Card holder. Additionally, you will coordinate meeting logistics, manage visitor logistics, and ensure efficient workflow within the division.
The ideal candidate will have strong problem-solving skills, the ability to work independently, and a high degree of discretion. You will be responsible for improving administrative processes, mentoring less experienced staff, and ensuring compliance with safety and security regulations. Proficiency in Microsoft Office Suite and business systems, along with excellent communication and organizational skills, is essential to this role. You'll join a highly functioning and supportive administrative team environment marked by close cooperation, adaptability, and shared success. This role will give you exposure to multiple aspects of the division's operations, offering continuous learning and opportunities to make impactful contributions.
This position is fully on-site in Los Alamos, New Mexico.
What You Need
Minimum Job Requirements:
Administrative Experience: Experience providing administrative support in a fast-paced office environment, including complex calendar management, travel coordination, procurement, meeting logistics, and timekeeping. Proven ability to solve problems independently and implement improvements to ensure smooth operations.
Organization and Time Management: Demonstrated ability to organize, prioritize, and manage multiple tasks in a fluid work environment. A record of dependability, punctuality, and strong time management is essential. Ability to set priorities and organize work for both yourself and possibly other employees is important.
Technology Skills: Knowledge of Microsoft Office Suite (Outlook, Excel, PowerPoint, Word), Google Docs, and video conferencing tools such as Webex and Microsoft Teams. Experience creating professional documents, presentations, and utilizing internal business systems for data entry and tracking.
Communication: Strong verbal and written communication skills, including proofreading and editing with accuracy. Ability to effectively interact with staff at all organizational levels and provide customer-focused administrative support.
Leadership and Initiative: Experience managing changing priorities and interruptions while offering proactive support to leadership. Proven ability to demonstrate leadership by taking initiative to solve challenges and offering solutions within established frameworks. Experience handling confidential and sensitive matters with discretion.
Education/Experience: Position requires a High School Diploma and 3 years related experience; or, an equivalent combination of education and experience directly related to the occupation.
Desired Qualifications:
Networking: Ability to network with senior internal and external personnel, building relationships across organizations and managing routine contacts on general matters outside of the immediate organization.
Business Systems: Experience with iProcurement/Ariba, Concur, UTrain, and other Laboratory-wide business systems, as well as a working understanding of the laboratory's structure, operations, and administrative policies.
Weapons Program Knowledge: Familiarity with the ALDW mission and how administrative functions support the broader goals of the division and laboratory.
Safety and Security: Experience working in environments with strict safety and security regulations, including handling classified information.
Work under Limited Supervision: Ability to work under limited supervision, receiving general instructions for new assignments while independently handling daily tasks.
Note to Applicants:
For full consideration, candidates are encouraged to submit a comprehensive cover letter addressing all minimum and/or desired qualifications they possess.
Where You Will Work
Located in beautiful northern New Mexico, Los Alamos National Laboratory (LANL) is a multidisciplinary research institution engaged in strategic science on behalf of national security. Our generous benefits package includes:
PPO or High Deductible medical insurance with the same large nationwide network
Dental and vision insurance
Free basic life and disability insurance
Paid maternity and parental leave
Award-winning 401(k) (6% matching plus 3.5% annually)
Learning opportunities and tuition assistance
Flexible schedules and time off (paid sick, vacation, and holidays)
Onsite gyms and wellness programs
Extensive relocation packages (outside a 50-mile radius)
Additional Details
Directive 206.2 - Employment with Triad requires a favorable decision by NNSA indicating employee is suitable under NNSA Supplemental Directive 206.2 (https://directives.nnsa.doe.gov/supplemental-directive/sd-0206-0002) . Please note that this requirement applies only to citizens of the United States. Foreign nationals are subject to a similar requirement under DOE Order 142.3A.
Clearance: Q (Position will be cleared to this level). Selected applicants will be subject to a background investigation conducted by or on behalf of the Federal Government, and must meet eligibility requirements* for access to classified matter. This position requires a Q clearance. and obtaining such clearance requires US Citizenship except in extremely rare circumstances. Dependent upon the position, additional authorization to access classified information may be required, which may or may not be available to dual citizens. Receipt of a Q clearance and additional access authorization ultimately is a decision of the Federal Government and not of Triad.
*Eligibility requirements: To obtain a clearance, an individual must be at least 18 years of age; U.S. citizenship is required except in very limited circumstances. See DOE Order 472.2 (https://www.directives.doe.gov/directives-documents/400-series/0472.2-BOrder-A/@Aimages/file) for additional information.
New-Employment Drug Test: The Laboratory requires successful applicants to complete a new-employment drug test and maintains a substance abuse policy that includes random drug testing. Although New Mexico and other states have legalized the use of marijuana, use and possession of marijuana remain illegal under federal law. A positive drug test for marijuana will result in termination of employment, even if the use was pre-offer.
Regular position: Term status Laboratory employees applying for regular-status positions are converted to regular status.
Internal Applicants: Regular appointment employees who have served the required period of continuous service in their current position are eligible to apply for posted jobs throughout the Laboratory. If an employee has not served the required period of continuous service, they may only apply for Laboratory jobs with the documented approval of their Division Leader. Please refer to Policy Policy P701 (https://int.lanl.gov/policy/documents/P701.pdf) for applicant eligibility requirements.
Equal Opportunity: Los Alamos National Laboratory is an equal opportunity employer and supports a diverse and inclusive workforce. All employment practices are based on qualification and merit, without regard to race, color, national origin, ancestry, religion, age, sex, gender identity, sexual orientation, marital status or spousal affiliation, physical or mental disability, medical conditions, pregnancy, status as a protected veteran, genetic information, or citizenship within the limits imposed by federal laws and regulations. The Laboratory is also committed to making our workplace accessible to individuals with disabilities and will provide reasonable accommodations, upon request, for individuals to participate in the application and hiring process. To request such an accommodation, please send an email to applyhelp@lanl.gov or call 1-505-664-6947 option 2 and then option 3.
