Administrative Associate

At Aleut Federal, we believe our mission matters as much as the job. As an Alaskan Native-owned company, we support our Shareholders—the Unangax people of the Aleutian Islands—by delivering high-quality service to federal clients and engaging in our communities. We invest in our people through mentorship, growth opportunities, strong benefits, and a commitment to diversity, inclusion, and accountability. Guided by our motto, “We are One,” we work together with a shared purpose to achieve our mission. POSITION SUMMARY The contractor shall provide a broad range of administrative service support associated with the U.S. Department of Energy, Office of Science, Pacific Northwest Site Office. ESSENTIAL JOB FUNCTIONS The Contractor shall provide a broad range of high-level administrative and executive support services supporting the PNSO Manager's Office and staff. The individual in this role is expected to anticipate needs, mitigate scheduling conflicts before they arise, independently initiate corrective actions, manage complex executive calendar schedules, and track all deliverables to completion without requiring constant management oversight. Additionally, the EA will serve as the primary operational backup to the PNSO Administrative Support (TA-56) position. Key Performance Attributes (The Core Expectations) To succeed in this role, the Contractor must consistently demonstrate the following attributes: Proactivity: Anticipating the needs of the PNSO leadership, preparing materials before being asked, and identifying potential schedule conflicts or operational bottlenecks in advance. Independent Initiation: Taking the lead on administrative matters, solving logistical challenges independently, and identifying ways to streamline office operations without waiting for explicit direction. Absolute Follow-Through: Ensuring that every task, message, reservation, and action item is tracked from inception to verified completion. Accountability: Taking primary ownership of the administrative workflow of the front office and ensuring accuracy, timeliness, and professional representation of PNSO. Specific Tasks and Responsibilities Task 1: Proactive Calendar, Schedule, & Meeting Management Primary Point of Contact: Serve as the primary, authoritative gatekeeper and point of contact for the Site Office Manager (SOM) and Deputy Site Office Manager (DSOM) calendars. PNSO Staff & Division Director Calendar Management: Provide proactive calendar management and scheduling support to all PNSO staff. Actively monitor schedules and proactively make optimization changes not only for the SOM/DSOM but also for the PNSO Division Directors to streamline office-wide communication. Strategic Scheduling & Conflict Resolution: Independently prioritize complex, competing, and rapidly changing scheduling demands (in-person and virtual) without relying on constant management direction. Work directly with PNSO management to delegate staff to attend meetings when conflicts cannot be resolved, ensuring organizational representation is maintained. Email Monitoring for Read-Aheads: Actively monitor the SOM and DSOM inbox email accounts (with their concurrence) to systematically identify, extract, and file incoming action items, scheduling requests, and background materials needed for meetings. Meeting Logistics & Background Support: Independently coordinate and execute all meeting logistics (teleconferences, videoconferences, and physical room setups). Assemble background materials for meeting agenda items and proactively inform participants of topics to be discussed. Read-Ahead & Calendar Display Delivery: Proactively gather, organize, and compile read-ahead materials, briefing books, and agendas well in advance of meetings Night-Before Delivery Routine: No later than the evening prior to the scheduled business day, the contractor must compile all corresponding read-ahead materials and print designated calendar formats. This includes printing large-format calendars to be posted on both the SOM and DSOM office doors, as well as printing small, desk-sized calendars for their respective workspaces. Task 2: Primary Office Operations & Front Desk Management Phone and Visitor Screening: Receive and screen telephone calls and visitors coming into the office. Answer inquiries, provide requested information when appropriate, and independently obtain comprehensive background information before referring calls or visitors to the appropriate management or staff. Executive Liaison: Act as an administrative advisor to PNSO management. Proactively evaluate front office workflows and recommend/implement concrete methods to improve the efficiency and productivity of operations. Action Tracking: Independently assign staff actions as directed by Management. Facility Support: Secure building access and prepare appropriate paperwork/badges for non-employee visitors. Task 3: Administrative Systems & Administrative Support Continuity Administrative Support Backup Role: Act as the primary, active operational backup to the Administrative Support (TA-56) position. In their absence, the EA shall absorb primary coverage of core mail processing, database workflows, office logistics, and general staff clerical functions. Serve as an active participant in the Administrative Coordination working group. Correspondence & Procedures Processing (Backup Profile): Provide crucial backup support to the Administrative Support position for the processing of outgoing correspondence, procedures, guides, memorandums, and reports—formatting, editing, uploading, and routing elements when Administrative Support is absent or experiencing high-volume backlogs. Travel Coordination: Utilize the Concur Travel and Expense System (CONCUR) as the primary travel coordinator. Independently research, arrange, and book travel (flights, lodging, ground transport) and execute travel authorizations and post-travel vouchers with extreme attention to policy compliance. Proactively maintain and apply a comprehensive understanding of SOM and DSOM travel preferences (including preferred airlines, flight times, layover preferences, hotel chains, room requirements, and rental car preferences/companies) while ensuring all corresponding frequent flyer, hotel loyalty, and rental car membership numbers are accurately integrated into every booking. Time & Attendance Support: Assist with management and staff timekeeping, ensuring absolute promptness and payroll deadline compliance using the Automated Time Attendance and Production System (ATAAPS). Proactively initiate and send recurring reminders to all PNSO staff to complete and submit their timekeeping records by the last Friday of each pay period, following up independently to ensure 100% compliance. Required Skills, Systems, and Qualifications The contractor must possess advanced proficiency in: General Software: Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and Adobe Acrobat Pro. Collaboration Platforms: SharePoint and associated workflow/correspondence management systems. Additionally, the contractor must demonstrate: System Adaptability & Fast Learning: While pre-existing expert knowledge of PNSO specific software is not required prior to onboarding, the candidate must possess a proven, demonstrated ability to easily, quickly, and independently learn and master new, proprietary, and legacy IT systems, databases, and enterprise platforms (including, but not limited to, the Personnel Access System, CONCUR, and ATAAPS) once in the role. Soft Skills: Exceptional written and verbal communication, high emotional intelligence, absolute discretion, and the ability to work under high pressure with grace, efficiency, and a service-oriented demeanor. Job duties and responsibilities may be modified, expanded, or reassigned at any time, and this description does not represent a complete or exhaustive list of all tasks that may be required. EDUCATION/TRAINING High school diploma or GED required. Advanced education in Business Administration, Human Resources, or a related field is preferred. EXPERIENCE 3–5 years of administrative support experience, with a preference for supporting executive leadership teams Strong written and verbal communication abilities with a professional, polished style Proficient in computer systems, including Microsoft Office (Word, PowerPoint, Excel, Outlook), database tools, and document control systems Skilled at prioritizing tasks, managing multiple responsibilities, and meeting deadlines Familiar with standard office equipment such as fax machines, copiers, scanners, and shredders Outstanding interpersonal and communication skills Highly organized with strong attention to detail Capable of working effectively both independently and as part of a team Aleut offers the following benefits to eligible employees: Health insurance Dental/Vision insurance Paid Time Off Short- and Long-Term Disability Life insurance 401k and match Aleut Federal, LLC provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, sex, national origin, age, disability, sexual orientation, gender identity, or genetics. In addition to federal law requirements, AF complies with applicable state and local laws governing nondiscrimination in employment in every location where the company has facilities. This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation, and training. AF prohibits workplace harassment based on race, color, sex, religion, sexual orientation, gender identity or expression, national origin, age, genetic information, disability, or veteran status. #ZR #AGS #J-18808-Ljbffr