Executive Assistant

Job Duties/Scope Of Work
Support the office of the Vice President, Safeguard, Security, and Emergency Response and assist the Safeguards and Security (SAS) organization in an efficient and professional manner using executive level administrative and technical skills. Regularly exercise discretion and independent judgment while assisting management on important matters, performing under limited supervision. Manage executive schedules, handle sensitive correspondence, and perform special assignments and tasks to facilitate the organizations' ability to effectively lead and execute work scope

• Provide executive level administrative support to the Vice President, SSE&R.
• Ensure consistent and timely support of daily administrative services including, but not limited to: meeting coordination, commitment tracking, telephone, mail, travel arrangements and expense reports, procurement, draft official correspondence, prepare quality work products (letters, presentations/slide decks, Excel spreadsheets, tracking logs, summaries, organization charts, etc.).
• Compile, edit and finalize the monthly, quarterly and annual reports.
• File management, data compilation, and maintenance of highly sensitive matters.
• Assist in tracking all contract deliverables to ensure timely submittals of correspondence to the Client.
• Collaborate regularly with the HMIS executive assistant team, staff, external partners, and stakeholders.
• Assist the various SS&ER managers with various tasks or projects within their respective departments, as directed.
• Monitors, schedules, and facilitates vehicle fleet maintenance and Classified Conference Use.
• Provide support for document creation, RIDS processing, and document destruction in compliance with records retention policies.
• Coordinate inventory control activities; track and reconcile inventory, including excess/nationalization items.

Basic Qualifications
*High School diploma or GED, plus a minimum of ten (10) years of administrative experience or equivalent combination of education and experience.

• Knowledge of executive administrative procedures and systems, including managing high-level files and records and understanding executive office procedures and terminology.
• Superior interpersonal and communication skills to convey complex information effectively and efficiently.
• Superior organizational skills, judgment, and flexibility.
• Excellent written communications skills, including proofreading and editing for accuracy, completeness, punctuation and grammar.
• Acute ability to recognize potential issues and address them proactively.
• Proficiency in handling multiple high-priority tasks, ensuring accuracy, quality, and prioritization.
• Ability to obtain and maintain a Q clearance and Personal Identity Verification (PIV) Credential badge.
• Ability to work as part of a team and collaborate with others.
• Ability to obtain and maintain a Personal Identity Verification (PIV) Credential badge.

Desired Qualifications
* Experience working around classified systems, security and emergency services environment.

• AA Degree or higher.

Compensation & Benefits
Grade 7: $60,135 - $75,813
Grade 8: $66,150 - $83,450

HMIS offers a comprehensive benefits package that includes medical/dental/vision, short-and long-term disability, life insurance, 401(k) with employer match, and paid time off. For a full list of benefits please visit our benefits website: https://hmis.hanford.gov/hr/page.cfm/employeebenefits

In accordance with the HMIS salary determination process, offers will be made by taking into consideration the level of assigned job duties, responsibilities, and the candidate's qualifications relative to internal peers and the external labor market. A candidate's salary history will not be used in compensation decisions. The salary range listed represents the full range of salary that may be offered.

In compliance with Homeland Security Presidential Directive 12 (HSPD-12) and Department of Energy (DOE) Hanford Field Office (HFO) direction, employees issued initial badges on or after September 1st, 2025, are required to obtain and maintain a HSPD-12 Personal Identity Verification (PIV) Credential. To obtain this credential, new employees must successfully complete and pass a federal background check investigation. This investigation encompasses multiple areas of eligibility and includes a declaration of illegal drug activities, including use, supply, possession, or manufacture within the last year. This includes marijuana and cannabis derivatives, which are still considered illegal under federal law, regardless of state laws.