Senior Administrative Assistant, US ITER at Oak Ridge National Laboratory in Oak Ridge, Tennessee

Job Description:

Requisition Id4392
Overview:
We are seeking a Senior Administrative Assistant who will focus on supporting the US ITER Project Manager and the US ITER Project Office. This position resides in the US ITER Project within the Fusion and Fission Energy and Science Directorate at Oak Ridge National Laboratory (ORNL).

Major Duties/Responsibilities:
- Assist managers in coordinating communications through access and response to email, telephone, instant messenger, and in-person requests/actions.
- Plan and execute all visits to/by the Project Manager and Project Office including agenda, meeting materials, PAS, travel, coordination with conference office (when needed)/ other offices/protocol officer, car services, food etc.
- Organize and coordinate review and advisory committee meetings and special events such as DOE-SC Reviews, Directors Reviews, Project Advisory Boards Meetings, All-Hands, Town Halls, dry-runs, off-sites, workshops and seminars. This includes quarterly pre-MAC meetings held in France.
- Coordinate the logistics and execution of the admin team for preparation of reviews including all presentation materials and Share point sites and other meetings as needed.
- Plan and organize management meetings, document signature items, action items, track completion, record minutes (as requested). Meetings include but are not limited to bi-weekly USIPO Senior Staff Meeting, weekly USIPO/DOE teleconference, monthly IPT meetings, etc. May also include the creation of agendas and creation/gathering of meeting materials for distribution to attendees prior to the meeting.
- Coordinate and compile monthly reports detailing project progress and metrics for internal and DOE reporting.
- Assist the manager with the recruiting and hiring process, including coordination of interview schedules, travel, site access and onboarding.
- Support Project Office in budget input such as Field Work Proposals and Business Plans submitted to ORNL.
- Assist managers and staff in coordinating visits, including travel according to ORNL guidelines, site access, and setting and managing agendas and seminars.
- Manage information flow and communications with external and internal contacts including setting up appointments and calendar invitations.
- Prepare and review a variety of written materials per company policy and guidelines.
- Coordinate and prepare domestic and international travel requests, including reservations, conference planning tool submissions, conference registration, transportation, and expense settlement according to ORNL guidelines.
- Plan and coordinate on-site and off-site meetings, workshops, conferences and related services.
- Maintain a consistent, reliable work schedule during core hours to meet needs of staff.
- Maintain a professional office atmosphere; greet and receive visitors (in person, virtually, and over the phone) in a professional, courteous manner.
- Exercise discretions with confidential matters.
- Establish and maintain effective working relationships with internal staff members and external contacts. Create, implement, and maintain filing systems and databases as required, and keep filing current for the group.
- Set priorities appropriately, anticipate needs and requests, meet changing deadlines in a limited amount of time while working in a fast-paced environment. Maintain DOE directives/standards and training requirements.
- Create requisitions and purchase orders based on appropriate ORNL guidelines.
- Establish priorities and resolve scheduling of personnel, conference rooms, vehicles, and other resources to assist with special projects and assignments as needed.
- Primary back up (when requested) for the Executive Assistant in all roles during absences planned or unplanned.

Basic Qualifications:
- A high school diploma with minimum of 7 years of relevant experience

Preferred Qualifications:
- Proficiency in office computer systems and software applications such as Microsoft Office/Outlook, Word. Excellent PowerPoint and Excel skills.
- Demonstrated editing skills.
- Demonstrated organizational skills.
- Familiarity with project management and agile management principles.
- Experience with SAP, PAS, ReSolution, Market Place, TRAVx, ePROP, FTMS, and UCAMS systems.
- Customer Relationship Management Experience.
- Current or previous ORNL experience preferred.
- Excellent written and oral communication skills.
- Motivated self-starter with the ability to work independently and to participate creatively in collaborative teams across the laboratory.
- Ability to function well in a fast-paced research environment, set priorities to accomplish multiple tasks within deadlines, and adapt to ever changing needs.

This position will remain open for a minimum of 5 days after which it will close when a qualified candidate is identified and/or hired.
We accept Word (.doc, .docx), Adobe (unsecured .pdf), Rich Text Format (.rtf), and HTML (.htm, .html) up to 5MB in size. Resumes from third party vendors will not be accepted; these resumes will be deleted and the candidates submitted will not be considered for employment.

If you have trouble applying for a position, please email ORNLRecruiting@ornl.gov.

ORNL is an equal opportunity employer. All qualified applicants, including individuals with disabilities and protected veterans, are encouraged to apply. UT-Battelle is an E-Verify employer..