Our Mathematics and Computer Science Division (MCS) is currently seeking an Executive Assistant to support their Leadership team. The Executive Assistant, under minimal supervision and with a considerable degree of initiative, will provide administrative support to the MCS division leadership.

The Executive Assistant will be responsible for initiating, prioritizing, and scheduling meetings while also providing follow-up on pending issues with the senior management team, along with calendar management for the Division Director. You will assure the smooth flow of incoming and outgoing communications in a professional and timely manner. Other responsibilities include preparing domestic and international travel arrangements, compiling and formatting presentations, planning, coordinating, and providing high-level support for meetings, conferences, onsite visits, and/or workshops.

In this role you are expected to work with minimum supervision to handle complex assignments and continuous improvement projects, set your own priorities, and successfully meets all deadlines with accuracy and completeness. As required, you will interact directly with sponsors, Argonne management, and high-level university collaborators. This role requires the exercise of independent judgment facilitating effective and efficient flow and processing of information and work associated with the day-to-day operations.

Position Requirements

• Prior experience with high-level administrative support of senior-level Executives and managing Executive’s calendars and incoming/outgoing email.
• Strong organizational and time management skills including the ability to prioritize, organize and handle multiple assignments simultaneously in a fast-paced environment, while being detail-oriented and using sound independent judgment and ingenuity to accomplish tasks.
• Knowledge and skill in filtering heavy volume e-mail; bringing priority items to the attention of the Division Director or appropriate staff member.
• Experience in arranging and coordinating complex meetings, conferences, and workshops with multiple participants.
• Experience in administrative problem solving and prioritization and demonstrated success gathering data, considering alternatives, and weighing implications and appropriateness of actions prior to escalating.
• Experience using advanced features in editing documents with the Microsoft Office Suite (Word, Excel, and PowerPoint) and Adobe Acrobat.
• Effective interpersonal and communication skills are required to interact effectively, tactfully, and discreetly with all internal and external contacts
• Proven ability to develop effective working relationships and achieve established goals to the benefit of the Division Director.
• Knowledge of the Argonne organization, policy, procedures, business systems, and a good network of contacts within the Laboratory are preferred but are not required.
• Ability to model Argonne's core Values: Impact, Safety, Respect, Integrity, and Teamwork.
• SA4: High school diploma and 10+ years of related experience, or equivalent.

Job Family

Support Administrative (SA)

Job Profile

Administrative Support 4

Worker Type

Regular

Time Type

Full time