Business Support - Executive Assistant - MTES + ARIES

Posting TitleBusiness Support - Executive Assistant - MTES + ARIES

.

LocationCO - Golden

.

Position TypeRegular

.

Hours Per Week40

.

Working at NREL

Join the National Renewable Energy Laboratory (NREL), where world-class scientists, engineers, and experts are accelerating energy innovation through breakthrough research and systems integration. From our mission to our collaborative culture, NREL stands out in the research community for its commitment to an affordable and secure energy future.  Spanning foundational science to applied systems engineering and analysis, we focus on solving complex challenges to deliver advanced, secure, reliable, and cost-effective energy solutions. Our work helps strengthen U.S. industries, support job creation, and promote national economic growth.

At NREL, you’ll find a mission-driven environment supported by state-of-the-art facilities, multidisciplinary research teams, and strong collaborations with industry, academia, and other national laboratories. We offer robust professional development opportunities, and a competitive benefits package designed to support your career and well-being.

Learn about NREL’s critical objectives: NREL's Mission and Vision.

Job Description

This Executive Business Support Professional, under the direction of the Associate Laboratory Director of Mechanical & Thermal Engineering Sciences, performs advanced and confidential scheduling of the ALD calendar, meetings, complex travel and expense reimbursement. In addition, this position will support the Advanced Research on Integrated Energy Systems (ARIES) core team with full administrative support. ARIES is a research platform that can match the complexity of the modern energy system and conduct integrated research to support the development of groundbreaking new energy technologies. This work requires a strong grasp of NREL policies and practices or experience in a large, complex research development institution.  

Job Responsibilities:

ALD support:

• Manage the ALD’s calendar, schedule meetings, coordinate complex travel arrangements, expense processing, reimbursements.

• Triage and manage email inbox, prioritizing urgent messages, notifying ALD of high-priority emails, drafting responses when appropriate, and ensuring timely follow-ups.

• Review calendar for new meeting requests, conflicts, and reschedule as needed. Review priorities regularly.

• Prepare meeting agendas, take minutes, and track action items to ensure follow-through.

• Organize and support high-profile meetings, conferences, and events.

• Coordinate logistics for Directorate All Hands meetings, Sr. Leadership Team team strategy and offsite meetings. 

• Responsible for organizing logistics for MTES Technical Review Panel meetings, including sending meeting invitations, room reservations, catering, transportation, domestic and foreign visitor access. Travel approval and expense processing for TRP Members. Advanced ability to use a variety of virtual platforms.

• Handle sensitive and proprietary information while maintaining a high degree of confidentiality and professionalism.

• Serve as a member of NREL’s executive administrative team and support peer Executive Assistant team, attend meetings as required. 

• On a scheduled rotation basis, provide office coverage and phone coverage for the Directorate main incoming phone line and partner in light kitchen and mail distribution duties.  Also serve as a monthly liaison on a rotational basis.  Duties include facilitating the bi-weekly EA team meetings and setting the agenda, ensuring office coverage schedule rotation is adhered to during that month and reaching out to the LT Liaison regarding EA rotation schedule concerns or questions.

• Work cooperatively with other administrative staff on calendar coordination, meetings, conferences and travel arrangements and hosted visits for all NREL campuses.

• Maintain a professional and composed demeanor, handling high-pressure situations with discretion, tact, and confidence.

• Demonstrated ability to multitask in an office environment where there are frequent interruptions and continually shifting priorities, with a knack for getting things done with attention to detail in such an environment.

• Provide office coverage and phone coverage for the Directorate main incoming phone line and partner in light kitchen and mail distribution duties. Also serve as a monthly liaison on a rotational basis. Duties include facilitating the bi-weekly EA team meetings and setting the agenda, ensuring office coverage schedule rotation is adhered to during that month and reaching out to the LT Liaison regarding EA.

• Draft correspondence for response to internal and external inquiries and independently respond to and appropriately route requests.

• Excellent computer skills on Mac and/or PC platforms, including but not limited to proficiency with Microsoft Office components (Outlook, Teams, Word, Excel, and PowerPoint), Workday, Concur, and Acrobat.

ARIES:

• Responsible for managing and monitoring for the ARIES LT calendars, meetings, and contact lists. 

• Schedule meetings and briefings with internal NREL staff, DOE staff and External Advisory Board members. Proactively confirm with attendees and track actual participation for continual strategy improvement. 

• Responsible for organizing logistics for ARIES External Advisory Board meetings, and other external facing meetings and demonstrations. Including sending meeting invitations, room reservations, catering, transportation, domestic and foreign visitor access. Travel approval and expense processing for Board Members. Advanced ability to use a variety of virtual platforms.

• Act as a resource to staff on ARIES processes, procedures, and requirements, and provide input and recommendations on ARIES specific administrative practices.

• Support day-to-day activities for the ARIES Leadership Team. 

• Acts as liaison between ARIES Leadership team and external contacts including but not limited to high level DOE staff, business development partners, and collaborators. These interactions may be in-person or virtual.

• Manage supplies, mail/mailboxes, records, required training, and the distribution and flow of information.

• Help with on-boarding new employees and obtaining site access for subcontractors, stakeholders, and visitors. 

.

Basic QualificationsHigh School Diploma or equivalent and 10 or more years of experience or equivalent relevant education/experience. Or, relevant Associate's Degree or certification program of comparable scope and 8 or more years of experience or equivalent relevant education/experience. Frequent use, development and broad knowledge of business support practices, techniques and standards. Wide-ranging application of concepts, principles and requirements of the field or discipline supported. Expert skills in applicable software packages and office equipment. Substantial project administration skills. General knowledge of broad principles, procedures and practices related to supported fields and disciplines. Outstanding written and verbal communication skills, team and interpersonal skills.

* Must meet educational requirements prior to employment start date.

Additional Required Qualifications

Preferred Qualifications

• Advanced skills in applicable software packages and office equipment.
• Excellent interpersonal skills individually and in a team environment.
• Ability to prioritize work in a fast-paced environment. 
• Proficient in written and verbal communications by providing clear and concise communication.

.

Job Application Submission Window

The anticipated closing window for application submission is up to 30 days and may be extended as needed.

Annual Salary Range (based on full-time 40 hours per week)Job Profile: Business Support / Annual Salary Range: $74,900 - $123,600

NREL takes into consideration a candidate’s education, training, and experience, expected quality and quantity of work, required travel (if any), external market and internal value, including seniority and merit systems, and internal pay alignment when determining the salary level for potential new employees. In compliance with the Colorado Equal Pay for Equal Work Act, a potential new employee’s salary history will not be used in compensation decisions.

Benefits SummaryBenefits include medical, dental, and vision insurance; short*- and long-term disability insurance; pension benefits*; 403(b) Employee Savings Plan with employer match*; life and accidental death and dismemberment (AD&D) insurance; personal time off (PTO) and sick leave; paid holidays; and tuition reimbursement*. NREL employees may be eligible for, but are not guaranteed, performance-, merit-, and achievement- based awards that include a monetary component. Some positions may be eligible for relocation expense reimbursement. Limited-term positions are not eligible for long-term disability or tuition reimbursement.

* Based on eligibility rules

Badging RequirementNREL is subject to Department of Energy (DOE) access restrictions. All employees must also be able to obtain and maintain a federal Personal Identity Verification (PIV) card as required by Homeland Security Presidential Directive 12 (HSPD-12), which includes a favorable background investigation.

Drug Free Workplace

NREL is committed to maintaining a drug-free workplace in accordance with the federal Drug-Free Workplace Act and complies with federal laws prohibiting the possession and use of illegal drugs. Under federal law, marijuana remains an illegal drug.

If you are offered employment at NREL, you must pass a pre-employment drug test prior to commencing employment. Unless prohibited by state or local law, the pre-employment drug test will include marijuana. If you test positive on the pre-employment drug test, your offer of employment may be withdrawn.

Submission Guidelines

Please note that in order to be considered an applicant for any position at NREL you must submit an application form for each position for which you believe you are qualified. Applications are not kept on file for future positions. Please include a cover letter and resume with each position application.

.

Equal Opportunity Employer

All qualified applicants will receive consideration for employment without regard basis of age (40 and over), color, disability, gender identity, genetic information, marital status, domestic partner status, military or veteran status, national origin/ancestry, race, religion, creed, sex (including pregnancy, childbirth, breastfeeding), sexual orientation, and any other applicable status protected by federal, state, or local laws.

Reasonable Accommodations

E-Verify www.dhs.gov/E-Verify For information about right to work, click here for English or here for Spanish.

E-Verify is a registered trademark of the U.S. Department of Homeland Security. This business uses E-Verify in its hiring practices to achieve a lawful workforce.