Executive Administrative Assistant

Where You Will Work:

Sigma Science, Inc. (Sigma) is a New Mexico-based, small business that provides comprehensive engineering and technology services to federal and commercial clients. We solve our client’s most demanding challenges by hiring best-in-class leaders and employees, and partnering with trusted companies, industry leaders, and universities. Since 1996, we have delivered technical expertise and innovative solutions to complex problems across the national security enterprise, with a focus on the nuclear industry. The key to our success is our people. Join our dynamic team as we provide industry-recognized experts in a wide variety of technical fields including nuclear surety & safety, information technology & cybersecurity, mission assurance, nuclear security & non-proliferation, and environmental management.

Sigma is currently looking for an Executive Administrative Assistant at the Department of Energy NNSA located in Washington, DC. The ideal candidate must have excellent verbal and written communication skills. This position requires a candidate who can work independently and collaboratively, thrives on exceeding expectations, is highly organized, and is adept in working on multiple projects/initiatives simultaneously.

What You Will Do:  

Provide administrative support to senior executive management level personnel. Includes, but is not limited to, scheduling and calendar management, travel support, documentation and briefing support, general office support, secretarial support; and performing other administrative and support functions as assigned. Onboard/offboard new contractor and federal personnel. Specific Duties to include:

• Request facility, alterations, and moving services, property passes, and other logistical support, as needed.
• Coordinate with IT for needed support.
• Provide monthly copier usage data to DOE and coordinate copier paper delivery, copier service, and other activities, as needed.
• Provide office administration and support; general office support; word processing; administrative and secretarial support including answering phones and redirecting calls to the relevant staff; maintain contact lists; perform escort duty for individuals performing maintenance or repairs, delivering supplies, or attending meetings; and perform other administrative and support functions as assigned.
• Schedule meetings and conference rooms; assist in maintaining shared calendars and apprise management of relevant issues (i.e., last minute schedule changes or meetings cancelled or moved); provide assistance in preparing for and scheduling meetings and setting up teleconferences and televideos.
• Coordinate and process foreign, domestic, and local travel requests, including travel arrangements (flights, hotels, etc.); prepare vouchers upon traveler’s return; coordinate country clearance cables, visas, and passports; follow up on all actions; and others activities, as needed.
• Develop and maintain website (e.g., Powerpedia, NNSA Enterprise Portal, Energy Hub).
• Analyze specific and general aspects of actions and issues; contact officials at all levels; coordinate and evaluate findings; prepare briefing books, reports, conclusions, and recommendations; assist in preparing correspondence for senior leader’s signature or concurrence, review for accuracy and completeness, conformance with style, or procedural requirements and guidelines; ensure all drafted correspondence is reviewed and concurred by the appropriate offices; analyze senior leader’s messaging and incorporate, where appropriate, into documents; maintain working knowledge of the requirements of the Plain Writing Act, the Government Publishing Office Style Guide, and the DOE/NNSA Correspondence Style Guide; comprehensive working knowledge of spelling, grammar, structure, syntax, and DOE/NNSA style of writing.
• Provide event support.

What You Need (Minimum Requirements) 

• Minimum Experience: Minimum 15 years of directly relevant experience or equivalent. Proficient with Microsoft Office Suite, SharePoint, and website design.
• Minimum Education: Bachelor’s Degree
• All staff under this assignment shall have the ability to currently possess or obtain a DOE/NNSA “Q” Clearance

Benefits and Salary: 

• $90,000 - $125,000 Annually
• 10 holidays and 15 days of PTO 
• Medical, dental, and vision 
• FSA, HSA, and 401K 
• STD, LTD, and AD&D 
• Supplemental Voluntary Insurance Options and EAP
• Tuition Reimbursement and Professional Development
• Profit Sharing and Incentive Bonuses