Administrative Assistant (NWS 0064)

Location: Livermore, CA
Title: Administrative Assistant
Schedule (PT):
Travel Required:
Clearance:

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.

Job Description

Essential Duties
- Serve as a resource in day-to-day administrative matters to all levels of management, both internal and external to the Laboratory.
- Represent management in daily matters to gather, clarify, and disseminate information and coordinate information and activities.
- Compile, coordinate, prepare and keyboard numerous diverse and complex administrative documents, scientific reports including graphs, charts, tables, and graphics; and correspondence, including documents of a highly sensitive nature.
- Establish and maintain complex databases, spreadsheets, files, and tracking systems both electronic and hard copy.
- Independently track action items; ensure timely flow of organizational paperwork and check for accuracy and completeness prior to submission to management for approval.
- Serve as a resource and interpret institutional, directorate, and department administrative policies and procedures.
- Manage complex calendars; independently determine scheduling priorities, committing, and managing time, and coordinating and scheduling multiple attendees.
- Prepare travel paperwork for travel and process expense reports.
- Serve as an administrative team member working on directorate-wide special projects.
- Contribute creatively to event planning initiatives, potentially taking the lead from inception to completion, to ensure seamless organization and execution while exceeding stakeholders’ objectives and expectations.
- Perform all assignments in accordance with ES&H, security, and business practice requirements and policies.
- Perform all other duties as assigned.

Essential Skills, Knowledge, and Abilities
- Advanced secretarial and administrative experience with accurate keyboarding, professional command of grammar, proficient editing skills, and a high-level of attention to detail to prepare multiple complex documents.
- Excellent organizational skills and experience working under minimal supervision, in a multitask environment of rapidly changing priorities, deadlines and frequent interruptions.
- Excellent communication and interpersonal skills necessary to interact effectively with a diverse workforce and all levels of management.
- Advance computer skills and experience with MS Office and the ability to learn new software quickly.
- Problem-solving and decision-making skills to anticipate, identify, and independently recommend appropriate actions and solutions to complex administrative problems.
- Ability to be self-motivated and flexible, exercising a high degree of discretion and mature judgement in handling business sensitive information, as well as personnel interactions.
- Experience arranging travel.
- Experience working effectively as a team member, as well as independently.

Desired Skills, Knowledge, and Abilities
- Experience working with M365 Environment, such as SharePoint, Power Automate and Forms.
- Experience planning and coordinating events of diverse scales.

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.

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 r