Senior Executive Assistant - US Department of Energy

Description

The Senior Executive Assistant provides high-level administrative, operational, and coordination support to senior DOE executives and leadership within the Idaho Operations Office (DOE-ID), Office of Nuclear Energy (NE), and other designated DOE offices. This role supports mission-critical programs by ensuring efficient executive operations, effective communication, and seamless coordination across internal and external stakeholders.

The position requires a high degree of professional discretion, judgment, and independence, and supports complex, fast-paced federal environments.

Key Responsibilities

Executive & Administrative Support

• Provide direct administrative support to senior executives, including calendar management, meeting coordination, travel arrangements, and executive correspondence.
   
• Manage executive schedules across multiple stakeholders, ensuring priorities, deadlines, and commitments are met.
   
• Prepare, edit, format, and quality-check briefing materials, correspondence, reports, presentations, and decision packages.
   
• Serve as a trusted point of contact between executives and internal DOE staff, contractors, and external partners.
   

Coordination & Communication

• Coordinate meetings, briefings, and conferences, including agenda development, logistics, materials preparation, and follow-up actions.
   
• Track action items, commitments, and deadlines on behalf of executive leadership.
   
• Facilitate information flow between executive offices, program teams, and contractor staff.
   
• Maintain professionalism and discretion when handling sensitive or pre-decisional information.
   

Operational & Program Support

• Support administrative and management functions across DOE-ID programs, including document tracking, workflow management, and recordkeeping.
   
• Maintain organized electronic and physical filing systems in accordance with DOE records management requirements.
   
• Assist with onboarding coordination, security training tracking, and compliance documentation for supported staff.
   
• Support reporting requirements, including inputs to monthly and quarterly activity or progress reports, as required by task assignments.
   

Quality & Compliance

• Ensure all deliverables meet DOE formatting, quality, and professionalism standards, free of corporate branding unless otherwise directed.
   
• Adhere to all DOE policies related to security awareness, privacy, and handling of sensitive information.
   
• Support task assignments in compliance with contract requirements, performance measures, and timelines.
   

Requirements

• Bachelor’s degree or equivalent combination of education and experience.
   
• Minimum of 7–10 years of progressively responsible administrative or executive assistant experience, supporting senior leadership.
   
• Demonstrated experience supporting federal government or government-contracting environments.
   
• Exceptional organizational, communication, and time-management skills.
   
• Proven ability to manage competing priorities with minimal supervision.
   
• Strong proficiency with Microsoft Office tools (Word, Excel, PowerPoint, Outlook) and collaboration platforms.
   
• Ability to handle sensitive information with discretion and professionalism.
   

Preferred Qualifications

• Prior experience supporting Senior Executive Service (SES) officials or equivalent senior leadership.
   
• Experience within DOE, other federal agencies, or national laboratory environments.
   
• Familiarity with DOE administrative procedures, reporting structures, and records management practices.
   
• Experience supporting multiple executives or programs simultaneously.