Professional Staff Assistant

What You Will Do

The Weapon Systems Engineering Division (W-DO) is seeking an experienced, customer service focused professional to provide high-level business and administrative support. The successful candidate will support division leadership, group management, and staff by independently managing complex administrative and operational processes, anticipating challenges, and delivering effective solutions in a dynamic environment.

In this role, you will work closely with group leadership to organize, prioritize, and contribute to division- and group-level initiatives. You will maintain a professional office environment characterized by accuracy, attention to detail, initiative, versatility, and discretion while handling sensitive and confidential information.

Reporting to the W-DO Staff Operations Manager, you will collaborate across the division to foster a team-oriented, adaptable work environment and serve as a point of contact, resource, and role model for administrative staff. The position requires the ability to work with minimal supervision, exercise sound judgment, provide input on process improvements, and support evolving business needs and objectives.

• Group and Management Support: Assist with policy guidance, HR coordination, safety and security initiatives, and staff development activities.
• Administrative Operations: Lead processes such as timekeeping verification, training compliance, and employee inquiries.
• Hiring & Onboarding: Manage job postings, applicant screening, interview coordination, onboarding, and candidate communication.
• Space & Documentation Management: Coordinate space usage, group documentation, and reporting systems to ensure accuracy and efficiency.
• Activity & Event Coordination: Organize on-site and off-site activities such as tours, visits, and meetings, including logistics, funding, and security clearances.
• Stakeholder Engagement: Serve as a point of contact for internal and external stakeholders, ensuring professionalism and confidentiality.
• Projects & Staff Development: Contribute to special projects, continuous improvement initiatives, and mentoring of professional staff.

Demonstrated experience providing high-level professional administrative support in a fast-paced, complex organization. Experience includes independently managing group-level processes such as hiring coordination, data entry and tracking, training compliance, space and document management, and serving as a knowledgeable resource on organizational policies, procedures, and business practices. Proven ability to handle sensitive and/or classified information with discretion.

Demonstrated ability to anticipate challenges, analyze complex situations, and develop effective solutions that improve efficiency, compliance, and customer satisfaction. Proactively identifies and addresses group and stakeholder needs through clear communication, sound judgment, and a customer-focused approach. Contributes to process improvements, metrics, and administrative systems that support organizational objectives while maintaining professional, productive working relationships.

Demonstrated ability to organize, prioritize, and complete multiple concurrent tasks under tight deadlines in a dynamic environment with frequent interruptions. Strong follow-through, attention to detail, and a history of dependability, punctuality, and consistent performance.

Advanced experience with Microsoft Office (Outlook, Excel, Word) and LANL enterprise systems such as Oracle, Concur, Ariba, and collaboration platforms (e.g., Teams, SharePoint, Confluence). Experience serving as a Designated Procurement Representative (DPR) or equivalent. Ability to independently interpret and use data to support operational and management decisions.

Expert communicator with exceptional interpersonal, verbal, and written communication skills within the group and between leadership levels; drafts and refines materials for leadership and staff. Demonstrated proficiency in editing, formatting, and preparing professional documents and presentations. Recognized for professionalism and the consistent use of tact, diplomacy, and discretion when handling sensitive or confidential information and applying policies and procedures to complex organizational needs.

Leads through influence by coordinating and mentoring across teams, supporting onboarding, knowledge sharing, and consistency of administrative practices. Drives process improvement and standardization efforts within the group while contributing to continuous improvement initiatives. Demonstrates the ability to work with limited oversight, exercise sound judgment, and take appropriate initiative within defined boundaries. Ability to build and maintain effective working relationships across…