Administrative Assistant

Position Summary

The Administrative Assistant provides administrative and clerical support to the project team at Millstone Nuclear Power Station in Waterford, Connecticut. This position is responsible for ensuring the efficient day-to-day operation of the project office by supporting project management, field personnel, Human Resources, Recruiting, Payroll, and client representatives. The ideal candidate is organized, detail-oriented, and able to thrive in a fast-paced industrial construction environment.

Essential Responsibilities

• Provide administrative support to the Project Manager and site leadership team.
• Answer and direct incoming phone calls and greet employees, visitors, and clients professionally.
• Maintain project files, employee records, and confidential documentation.
• Assist with employee onboarding paperwork and orientation scheduling.
• Coordinate site badging, security documentation, and training records.
• Track employee rosters and maintain current staffing reports.
• Assist with payroll processing, timekeeping, and per diem documentation.
• Prepare reports, correspondence, meeting minutes, and spreadsheets.
• Coordinate travel arrangements, lodging, and mobilization for project personnel.
• Maintain office supplies and coordinate equipment orders as needed.
• Scan, file, and organize project documentation in electronic and paper filing systems.
• Support invoice processing, purchase orders, and document control.
• Assist with scheduling meetings and maintaining project calendars.
• Communicate with Human Resources, Recruiting, Payroll, Safety, and Operations to support project activities.
• Ensure documentation complies with company, client, and project requirements.
• Perform other administrative duties as assigned.

Qualifications

Required

• High school diploma or GED required.
• Minimum of 2 years of administrative or office support experience .
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook, Teams).
• Excellent organizational and multitasking skills.
• Strong verbal and written communication skills.
• Ability to maintain confidentiality.
• Strong attention to detail and accuracy.

Preferred

• Experience supporting industrial construction, energy, manufacturing, or power generation projects.
• Experience with employee onboarding or Human Resources support.
• Familiarity with payroll or timekeeping systems.
• Experience with document management systems or project management software (Arcoro, Procore, or similar).
• Previous experience working at a nuclear facility or in a regulated environment.

Knowledge, Skills & Abilities

• Professional customer service skills.
• Ability to prioritize multiple assignments while meeting deadlines.
• Strong organizational and problem-solving skills.
• Ability to work independently and as part of a team.
• Excellent interpersonal skills with the ability to interact effectively with employees, clients, and management.

Physical Requirements

• Ability to sit, stand, and walk throughout the workday.
• Occasionally lift and carry up to 25 pounds.
• Ability to work in both an office setting and an active construction environment.
• Must be able to wear required personal protective equipment (PPE) when entering project areas.

Work Environment

• Full-time position based at Millstone Nuclear Power Station in Waterford, Connecticut.
• Primarily office-based with regular interaction with field personnel and project leadership.
• Overtime may be required during outages or peak project activity.
• Must successfully complete all client-required background checks, drug screening, security clearance, and site access requirements.