Executive Assistant

Albuquerque NM US


Job Description:

National Nuclear Security Administration (NNSA) has need of a full time, contractor-staffed, Executive Assistant to support the Office of Systems Engineering & Integration (NA-18) within NA-10 (Office of Defense Programs). This is a critical primary assistant role in support of the NA-18 Leadership (i.e., ADA and DADA), NA-18 Division/Office Directors and other Federal staff as assigned. This senior-level individual will be located at NNSA-ABQ/KAFB and collaborate with NA-18 administrative staff located at NNSA-HQ/FORS, their Executive Assistant counterparts supporting other NA-10 Programs/Offices, other (non-NA-10) NNSA Offices, and other (non-NNSA) staff as assigned. As a public-facing representative of the NA-18 Office Leadership, the individual is expected to convey a high degree of professionalism, be proactive in their support, demonstrate diplomacy and tact in their engagements, maintain confidentialities, and successfully work in classified and unclassified environments. The individual will use advanced computer skills to streamline processes, manage executive schedules, as well as compile briefings, reports, and track actions.

The position requires experience exercising mature judgment and make independent decisions in accordance with established policies, rules and procedures.  The work performed is in support of the successful achievement of goals related to long term, multi-billion-dollar programs within NA-18 and the NNSA Office of Defense Programs.

Preference is for an experienced, mid-to senior-level, individual with demonstrated experience performing in an Executive Assistant role, and with expertise working in government, DOE, DoD or military environments.  Individual must have a depth of experience working in a classified environment and relevant understanding of policies and procedures applicable to support NNSA programs.  The individual must be self-starting, possess an ability to work in a highly dynamic environment, and have an ability to interface with a broad range of federal and military senior staff and leadership.

Primary Responsibilities:

  • Maintaining attention to detail in a multi-project work environment, with potential frequent interruptions, with competing needs requiring clear understanding of prioritization.

  • Ability to exercise mature judgment and make independent decisions in accordance with established policies, rules and procedures.

  • Ability to work in a team environment and interacting with a range of federal and contractor staff, communicating effectively, verbally, and in writing.

  • Experience with a broad range of executive/management assistant responsibilities including the ability to manage executive schedules, multiple meetings, and work in classified and unclassified environments.

  • Managing a wide range of management and administrative duties (travel, calendars, correspondence, organization charts, telephone lists) in support of the Office.

  • Using advanced computer skills including information management, using and managing data, setting up and troubleshooting electronic processes to streamline procedures.

  • Developing and managing the NA-18 Office master schedule of meetings and actions.

  • Clear capabilities in managing external communications, training, office management, and information archival.

  • Reviewing timesheets for completeness and compliance in a federal timekeeping system.

  • Using a federal travel system to manage and track travel expenses.

  • Coordinating with logistics staff to support Office facilities requirements (e.g., equipment) and office space.

  • Setting up offices and support for onboarding new personnel.

  • Processing classified Visit Requests.

  • Arranging classified/unclassified conferences (video or telephone conference calls) and meetings.

  • Administering security procedures for access to controlled areas.

  • Overseeing classified and unclassified document management.

  • Experience with administering security processes that ensure security and integrity of classified systems, hardware and data.

  • Managing physical security of classified safe and administering security procedures for access to controlled areas.

  • Protect integrity, authenticity, and confidentiality of records in accordance with established procedures.

  • Assisting NA-18 Federal staff with briefings, uploading materials and slides for meetings.

  • Working with NA-18 Federal and contractor staff to track and monitor deliverables and actions.

  • Managing classified and unclassified documents within SharePoint; ensuring classified and unclassified document management is in accordance with regulations.

  • Facilitating leadership/senior management correspondence and communication including preparing briefings, memos, and correspondence with minimal oversight, as well as accurately compose and prepare effective correspondence and reports.

  • Maintaining awareness of and competence in NNSA-HQ/FORS initiatives for communication and information sharing.

Basic Qualifications:

  • Minimum of 5-7 years of experience working in classified and unclassified environments.

  • Excellent written and verbal communication skills, with demonstrated experience developing briefings for senior and executive management.

  • Proficiency in the Microsoft Office suite (MS Word, MS PowerPoint, Outlook, and MS Excel) with particular emphasis on word processing, presentation, and spreadsheet applications required and proficiency may be tested.

  • Proficiency in federal travel system (e.g., Concur), federal timekeeping system, and SharePoint.

  • Proficiency in Adobe Acrobat Pro.

  • Experience with administering security processes that ensured security and integrity of classified systems, hardware and data in accordance with established procedures.

  • Experience maintaining physical security of classified safe, including all content, from creation through destruction in accordance with and in compliance with applicable regulations.

Preferred Qualifications:

  • Minimum Bachelor’s degree in a related field desired.

  • Nuclear weapons program experience desired, however, not a requirement.

  • Interagency experience desired.

DOE Q clearance or Top Secret clearance with the ability to obtain a DOE Q is required.

Pay Range:

Pay Range $60,450.00 – $93,000.00 – $125,550.00

The Leidos pay range for this job level is a general guideline only and not a guarantee of compensation or salary. Additional factors considered in extending an offer include (but are not limited to) responsibilities of the job, education, experience, knowledge, skills, and abilities, as well as internal equity, alignment with market data, applicable bargaining agreement (if any), or other law.

JBLDJ // Equal Opportunity Employer // R-00085905

Executive Assistant

Sign up for our Newsletter

Career, Job and Hiring Event information.