Executive Administrator/Business Analyst - DOE Brookhaven Site Office

At Aleut Federal, we believe our mission matters as much as the job. As an Alaskan Native-owned company, we support our Shareholders—the Unangax people of the Aleutian Islands—by delivering high-quality service to federal clients and engaging in our communities. We invest in our people through mentorship, growth opportunities, strong benefits, and a commitment to diversity, inclusion, and accountability. Guided by our motto, “We are One,” we work together with a shared purpose to achieve our mission.

POSITION SUMMARY

The Business Analyst I serves as the primary Executive Administrative Assistant to the Brookhaven Site Office (BHSO) Manager and provides comprehensive administrative, operational, and organizational support to the Site Manager and front office leadership team.

This highly visible role is responsible for managing the complex daily operations of the executive office, including dynamic calendar management, domestic and international travel coordination, high-level meeting logistics, executive correspondence, records management, and action-item tracking. The position requires a proactive professional who can work independently, exercise sound judgment, anticipate leadership needs, and resolve scheduling, communication, and operational issues with minimal supervision.

The Business Analyst I also serves as a key operational point of coordination between the BHSO front office and Brookhaven National Laboratory leadership, the Department of Energy Office of Science, other DOE National Laboratory Site Offices, and external government agencies. The successful candidate will demonstrate exceptional discretion, professionalism, writing ability, organizational skills, and experience managing executive-level correspondence and records in Microsoft SharePoint.

ESSENTIAL JOB FUNCTIONS

Essential duties and responsibilities include, but are not limited to, the following:

Executive Administrative Support

• Provide comprehensive executive administrative support to the BHSO Manager and front office leadership team.
• Independently manage a complex and frequently changing executive calendar.
• Schedule and prioritize meetings, resolve calendar conflicts, reserve meeting spaces, and coordinate required participants and resources.
• Anticipate the Site Manager’s scheduling and operational needs and take appropriate action to maintain continuity.
• Organize domestic and international travel arrangements, itineraries, supporting documentation, and short-notice travel changes.
• Coordinate logistics for executive meetings, briefings, visits, and special events.

Executive Correspondence and Document Management

• Draft, edit, proofread, format, and review official letters, memoranda, assessments, briefings, reports, and other executive-level correspondence.
• Prepare documents for the Site Manager’s review and signature in accordance with DOE style guides, templates, and administrative requirements.
• Develop and maintain concurrence tracking sheets, action logs, routing packages, and signature records.
• Monitor document status, suspense dates, approvals, and final disposition.
• Exercise sound judgment when handling sensitive, confidential, and pre-decisional information.

Stakeholder and Interagency Coordination

• Serve as a primary operational point of contact between the BHSO front office and key internal and external stakeholders.
• Coordinate communications, schedules, and logistics with the Brookhaven National Laboratory Director’s office, DOE Office of Science headquarters, other DOE site offices, and external government agencies.
• Support high-level meetings, laboratory visits, executive engagements, and multi-agency activities.
• Receive, clarify, route, and track data calls, requests for information, and leadership actions.
• Maintain effective communication and follow-through across organizations with competing priorities and short deadlines.

Front Office Operations

• Manage daily administrative and operational functions of the BHSO front office.
• Track action items, assignments, deadlines, and leadership follow-up requirements.
• Prepare agendas, briefing materials, reports, schedules, summaries, and administrative trackers.
• Maintain the professional organization, responsiveness, and effectiveness of the front office.
• Support special projects and initiatives as directed by the Site Manager.
• Provide visitor reception and access-control support for the Site Office.

SharePoint Records Management

• Maintain BHSO document and records libraries within Microsoft SharePoint.
• Upload, organize, file, retrieve, archive, and manage official correspondence, signed documents, concurrence records, and administrative files.
• Maintain accurate file structures, document naming conventions, access permissions, and version control.
• Support SharePoint lists, administrative trackers, workflows, and records-management processes.
• Ensure finalized documents are filed promptly and remain accessible for operational, audit, and records-management purposes.

Contract, Agreement, and Records Support

• Coordinate the administrative routing and signature process for prime contract modifications, Cooperative Research and Development Agreements, Strategic Partnership Project documents, procedural guides, and related official packages.
• Perform precise electronic records searches across SharePoint libraries, local drives, and other approved repositories.
• Support document retrieval for Freedom of Information Act requests, records reviews, archive-retirement actions, and other official inquiries.
• Maintain complete and organized routing, concurrence, and final-record documentation.

Travel and Meeting Coordination

• Coordinate domestic and international travel in accordance with applicable policies and procedures.
• Prepare and maintain itineraries, travel records, meeting schedules, and related documentation.
• Arrange executive, virtual, hybrid, and in-person meetings.
• Coordinate participants, conference rooms, technology, briefing materials, and logistical requirements.
• Provide meeting support through Microsoft Teams, Zoom, and other approved platforms.

Visitor and Site Support

• Coordinate administrative requirements for official visitors and high-level engagements.
• Support visitor access and gate-pass processes in coordination with appropriate security and site personnel.
• Assist with foreign national visit documentation and status tracking under established processes.
• Coordinate with the local Counterintelligence Officer, BNL Security, and other responsible parties as required.
• Maintain appropriate confidentiality and protection of visitor and access-related information.

Office Operations and Procurement Support

• Monitor office supply and equipment needs and coordinate approved requests.
• Support administrative procurement and reimbursement processes for office equipment, safety equipment, supplies, and related operational requirements.
• Coordinate with BHSO budget personnel and the BNL Business Group to prepare, submit, track, and close approved requests.
• Maintain accurate supporting records and status trackers.

Job duties and responsibilities may be modified, expanded, or reassigned based on organizational and mission requirements. This description is not intended to represent a complete or exhaustive list of all duties associated with the position.

REQUIRED QUALIFICATIONS

Experience

• Five or more years of progressively responsible experience as an Executive Administrative Assistant, Executive Secretariat professional, Administrative Associate, or in a comparable senior administrative support role.
• Demonstrated experience directly supporting senior executives, government leaders, laboratory leadership, or comparable organizational officials.
• Proven ability to independently manage complex executive-office operations, competing priorities, and short-fuse assignments.

Executive Writing and Correspondence

• Significant experience drafting, editing, proofreading, formatting, and routing executive-level correspondence.
• Ability to produce clear, concise, accurate, and professional letters, memoranda, briefings, assessments, reports, and signature packages.
• Strong command of grammar, punctuation, document organization, tone, and professional formatting.
• Ability to interpret and apply organizational templates, correspondence standards, and style guides.

Microsoft SharePoint

• Hands-on experience managing records, document libraries, lists, permissions, workflows, and file structures within Microsoft SharePoint.
• Ability to upload, organize, retrieve, archive, and maintain official documents and correspondence.
• Experience maintaining document version control, access permissions, records integrity, and accurate filing structures.

Microsoft Office Suite

Advanced proficiency with:

• Microsoft Outlook: Complex executive calendaring, scheduling, meeting coordination, and priority management
• Microsoft Word: Executive correspondence, document formatting, styles, templates, and signature packages
• Microsoft Excel: Administrative tracking, sorting, filtering, reporting, and action-item management
• Microsoft PowerPoint: Executive briefing materials, presentations, and meeting support

Professional Judgment and Discretion

• Demonstrated ability to handle confidential, sensitive, and pre-decisional information.
• Strong judgment when resolving scheduling conflicts, prioritizing work, coordinating stakeholders, and responding to emerging requirements.
• Ability to work independently under broad direction while keeping leadership informed of significant issues.

Communication and Interpersonal Skills

• Exceptional written and verbal communication skills.
• Professional presence and diplomacy when interacting with senior government officials, laboratory executives, headquarters personnel, international visitors, and external stakeholders.
• Ability to establish productive working relationships across multiple organizations.

Organization and Execution

• Exceptional organizational skills and attention to detail.
• Ability to anticipate operational needs, identify potential problems, and take proactive corrective action.
• Demonstrated success managing multiple assignments, rapidly shifting priorities, and tight deadlines.
• Ability to maintain accurate records, trackers, schedules, and executive-support workflows.

PREFERRED QUALIFICATIONS

• Previous experience supporting a DOE Site Office, DOE program office, federal agency, national laboratory, major scientific research institution, or management and operating contractor.
• Familiarity with the DOE Office of Science or the National Laboratory complex.
• Experience coordinating executive travel, VIP visits, high-level meetings, laboratory tours, or interagency activities.
• Familiarity with federal records-management requirements and document-retention practices.
• Experience supporting FOIA records searches, contract modifications, CRADAs, Strategic Partnership Projects, or similar official documentation.
• Experience coordinating administrative budgets, procurement requests, employee reimbursements, or office operations.
• Familiarity with secure electronic-signature and PDF-routing processes.
• Experience using Boolean and keyword searches to retrieve records from SharePoint and electronic repositories.

WORK ENVIRONMENT

The work is primarily performed in a professional office environment and is generally sedentary. Duties may require occasional walking, standing, bending, and carrying light materials such as files, briefing packages, or meeting supplies. Normal office safety precautions apply.

EDUCATION/TRAINING

• Bachelor’s degree from an accredited institution in business administration, management, communications, public administration, or a related field is preferred.
• Relevant executive administrative, federal, laboratory, or business operations experience may be considered in combination with education.
• Professional certifications related to administrative management, business operations, records management, project coordination, or business analysis are a plus.

Aleut offers the following benefits to eligible employees:

• Health insurance
• Dental/Vision insurance
• Paid Time Off
• Short- and Long-Term Disability
• Life insurance
• 401k and match

Aleut Federal, LLC provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, sex, national origin, age, disability, sexual orientation, gender identity, or genetics. In addition to federal law requirements, AF complies with applicable state and local laws governing nondiscrimination in employment in every location where the company has facilities. This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation, and training. AF prohibits workplace harassment based on race, color, sex, religion, sexual orientation, gender identity or expression, national origin, age, genetic information, disability, or veteran status.

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