Overview
The Administrative Assistant supports its Team Director, Branch Chiefs, and Federal Program Managers. This role ensures smooth office operations, document management, meeting coordination, and communication across headquarters, program offices, and field sites. The Administrative Assistant also serves as the site owner and primary manager for the team’s closed SharePoint site, and is responsible for producing the Monthly Consolidated Report.
ROLE AND RESPONSIBILITIES
Meeting Coordination
• Attend weekly supervisor meetings with leadership to discuss document status and ongoing actions.
• Schedule and organize classified and unclassified meetings, including secure video teleconferences between program offices, headquarters, and field sites.
• Coordinate interview panels, candidate schedules, and logistics for hiring processes.
Document Preparation & Processing
• Prepare, submit, and consolidate weekly accomplishments and monthly reports.
• Proofread, format, process, and dispatch memos, letters, and trip reports for Director concurrence and signature.
• Move document packages through concurrence; respond to Correspondence Control; task actions to offices and track them through completion.
Office Operations & Support
• Provide coverage during Federal Program Manager absences to ensure continuity of operations.
• Assist with onboarding new staff and support office equipment procurement and logistics.
• SharePoint Site management and upkeep – serve as site owner, maintaining pages, lists, and libraries ensuring disciplined access control, link integrity and document relevance.
• Work with SharePoint and communications teams to publish newsletters and maintain document libraries.
Travel Management
• Move travel approvals through the concurrence process.
• Prepare and process trip reports for events, conferences, and site visits.
Communication & Collaboration
• Maintain open lines of communication among directors, branch chiefs and staff.
• Coordinate with multiple teams to gather input for reports and facilitate information flow.
EDUCATION REQUIREMENTS
• Bachelor's Degree in related field or equivalent plus 2 years of related experience.
• Ability to receive and maintain a DOE -Q/Top Secret Security clearance
• Must be a U.S. citizen
• Remote work not allowed. Full time on-site required
REQUIRED SKILLS
• Strong organization and multitasking.
• Excellent written and verbal communication.
• Calendar and meeting management proficiency.
• Document preparation, editing, and tracking experience.
• SharePoint site management (permissions, lists, libraries) and Power Automate workflows.
• Advanced Microsoft Word and Excel skills (templates, styles, data transfer).
• Ability to work independently and collaboratively across teams.
• Familiarity with secure communications and handling classified/unclassified information.
PREFERRED SKILLS AND QUALIFICATIONS
• Administrative support in government or regulated environments.
• Experience supporting senior leadership and managing confidential information.
• Familiarity with federal reporting, correspondence, and approval processes.
Demo