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Join a team of world-class scientists, engineers, and visionaries dedicated to shaping the world’s energy future through cutting-edge research and innovation. From our vision to our NREL community, we are unique in the research community. We are focused on impact. From our work in basic sciences to systems engineering, analysis, demonstration, and deployment, we are focused on solving market-relevant problems that result in advanced, secure, reliable, and affordable energy systems. We are trusted clean energy leaders, developing cost-saving solutions that make U.S. industries more competitive, and support job creation and economic growth across rural and urban communities.
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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.
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* Must meet educational requirements prior to employment start date.
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The anticipated closing window for application submission is up to 30 days and may be extended as needed.
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.
* Based on eligibility rules
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.
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.
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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.
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