Administrative Assistant (NWS 00849)

Job Title: Administrative Assistant (NWS 00849)

North Wind Services is actively seeking individuals who can contribute to national security within the science, technology, and engineering fields as part of our supplemental labor team at vital federal research and development installations supporting the Department of Energy. NWS has an established history of contributing to the success of their customer's mission. Available employment opportunities may range from administrative and logistical support to advanced technical positions.

Qualified applicants must be a US citizen, at least 18 years of age, and able to meet pre-employment requirements including any required physicals, drug screen, and/or background investigation to satisfy clearance requirements from the Department of Energy.

Successful candidates will be employees of NWS, a premier government contractor charged with employing highly-motivated and well-qualified personnel who can advance the missions of the Lawrence Livermore National Laboratory in Livermore, CA. Though employed by NWS, the employee will take day-to-day directions from technical personnel employed directly by the research laboratories. Pay, benefits, Human Resource, and Employment Management functions are provided by NWS.

The Directors Office has an opening for an Administrative Assistant within the Center for Global Security Research to provide advanced administrative support. The successful candidate will assist with process documentation, coordination with other departments and process badge requests. With minimal supervision, the successful candidate will serve as a key point of contact for management, researchers, and external partners. The successful candidate will report to the Administrator.

Essential Duties
- Coordinate first-day logistics for new Research Associates, including meeting them at the badge office, issuing VPN enabled laptops, and providing the initial IT orientation to ensure immediate productivity and access to necessary systems.
- Develop and maintain process documentation and checklists for recurring administrative tasks.
- Compose and edit correspondence, reports, and procedural guides for internal and external stakeholders.
- Coordinate with IT (LivIT) for hardware returns, troubleshooting, and asset excessing.
- Manage process for office supplies and equipment; Inventory tracking to support daily operations.
- Maintain a spreadsheet of mailing addresses for collaborators, and event participants to streamline the distribution of publications, materials, and official correspondence.
- Support workshops, lectures, and special events, including catering orders, facility setup, and visitor logistics.
- Process tour requests for lab facilities, including NIF, AML, CAMS, and others, ensuring all security and administrative requirements are met.
- Search and reserve appropriate conference rooms for meetings, workshops, and events, while considering attendee count, technical requirements, and scheduling conflicts to optimize facility usage.
- Perform additional job duties as assigned.

Essential Skills, Knowledge and Abilities
- Advanced administrative knowledge and experience including accurate editing, grammar, and proofreading skills; advanced knowledge of office procedures, techniques, and methods.
- Advanced organizational skills, attention to detail, accuracy, and follow-through.
- Previous experience in managing onboarding for new staff, including account setup (OUN, AD password, VPN/RSA token), workspace configuration, and initial training coordination.
- Experience coordinated with other departments, specifically IT for hardware returns, troubleshooting, and asset excessing.
- Experience with developing and maintaining process documentation and checklists for recurring administrative tasks and the distribution of materials, publications and official correspondence.
- Must possess a strong understanding of LLNS processes and procedures.
- Experience using Microsoft Office Suite (Word, Excel, Outlook, PowerPoint), Adobe Acrobat Pro, and Webex.
- Experience creating content from events and uploading video content online.

Desired Skills, Knowledge and Abilities
- Experience working with site specific systems such as but not limited to ePay, ShipIt, EAM, IM/R&R, Portal Manager Global Protect, RSA Token.
- Proficient in moderating comments online and managing video uploads to the CGSR category on the official YouTube channel.

Special Requirements

Pre-Placement Medical Exam: A job-related pre-placement medical examination may be required.
Pre-employment drug test: External applicant(s) selected for this position will be required to pass a post offer, pre-employment drug test.
Anticipated Government Clearance Level: Q (position will be cleared to this level). Applicants selected will be subject to a Federal background investigation and must meet eligibility requirements for access to classified information or matter. In addition, all L or Q cleared employees are subject to random drug testing. Q-level clearance requires U.S. citizenship. If you hold multiple citizenships (U.S. and another country), you may be required to renounce your non-U.S. citizenship before a DOE L or Q clearance will be processed/granted.

North Wind offers a competitive pay and benefits package to include health, life, and disability insurance benefits, 401(k) with company match, generous paid leave, and tuition reimbursement for eligible employees. As a company, we are committed to employee wellness, professional development, and work-life balance. We value safety, reliability, and commitment to our people! For more information about our benefits or hiring philosophy, visit the North Wind Career Opportunities Page.

Reasonable accommodations may be made to enable qualified individuals with disabilities to perform the essential functions. The nature of those accommodations will be determined on a case-by-case basis. If you are an individual with a disability and require a reasonable accommodation to complete any part of the application process or are limited in the ability or unable to access or use this online application process and need an alternative method for applying, you may contact our Helpline 1-208-528-8714 for assistance.

North Wind is an Equal Employment Opportunity (EEO) employer and welcomes all qualified applicants. Applicants will receive fair and impartial consideration without regard to race, sex, color, religion, national origin, age, disability, veteran status, genetic data, religion or other legally protected status. All qualified applicants will receive consideration for employment without regard to their protected veteran status and will not be discriminated against on the basis of disability.

US Government Clearance.