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North Wind Group · 1 day ago

Administrative Assistant (NWS 00849)

Livermore, CA

Full-time

Onsite

Mid Level

North Wind Group is actively seeking an Administrative Assistant to support the Center for Global Security Research. The role involves providing advanced administrative support, coordinating logistics for new staff, and managing various administrative tasks to ensure efficient operations.

ConsultingGovernment

No H1B

Security Clearance Required

U.S. Citizen Only

Responsibilities

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

Qualification

Advanced administrative knowledgeMicrosoft Office SuiteProcess documentationOnboarding managementAdobe Acrobat ProWebexOrganizational skillsGrammarProofreadingEvent coordinationAttention to detail

Required

Must be a US citizen

At least 18 years of age

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

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

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