Senior Administrative Assistant

Location: Fully onsite at hirify.global in Upton, New York, United States

Salary: $80,000–$95,000 per year, commensurate with experience, education, qualifications, and internal level placement.

Company

hirify.global is a U.S. Department of Energy laboratory conducting multidisciplinary discovery science and technology research, including quantum information science, materials science, chemistry, and condensed matter physics.

What you will do

• Provide senior administrative and confidential executive support to the C2QA and Energy Sciences Directors’ Office, including complex calendar and priority management.
• Coordinate domestic and international travel authorizations, expense reports, payments, reporting, budget requests, and DOE/C2QA review materials.
• Track C2QA program data, publications, intellectual property, records, submissions, and time-sensitive deliverables across multiple contributors.
• Coordinate communications and website content reviews with stakeholder relations and web services.
• Manage logistics for large all-hands meetings, seminars, workforce development programs, career fairs, onboarding and offboarding, and other in-person and virtual events.
• Coordinate guest registrations, workspace and facilities requests, conference rooms, and resolution of administrative issues involving personnel, procurement, safety, training, and facilities.

Requirements

• Bachelor’s degree in a related business field or equivalent experience, with substantial relevant experience in administration, office management, secretarial, clerical, or related business work.
• Ability to coordinate complex activities involving multiple organizations, stakeholders, competing priorities, and confidential information with independence and sound judgment.
• Proficiency with Microsoft Office Suite, SharePoint, Zoom, survey platforms, and collaborative technologies.
• Strong project management, decision-making, communication, interpersonal, problem-solving, and follow-through skills.
• Ability to work effectively with diverse scientific and technical staff while supporting a safe, inclusive, compliant, and professional environment.
• Must be able to obtain and maintain a DOE Uncleared Personal Identity Verification credential and meet Brookhaven site-access documentation requirements.

Nice to have

• Experience supporting research scientists in a national laboratory or similar scientific research and development environment.
• Experience organizing major committee meetings, workshops, and other large events.
• Familiarity with Brookhaven guest and training management systems and Guest, User, Visitor Center policies.
• Knowledge of laboratory procedures, DOE requirements, and federal administrative policies.

Culture & Benefits

• Full-time employee position with a comprehensive benefits program.
• Work in a multidisciplinary scientific environment involving C2QA partner institutions, Energy Sciences, hirify.global, DOE stakeholders, and external partners.
• Environment focused on integrity, responsibility, innovation, respect, teamwork, safety, inclusion, and compliance.
• Visa sponsorship is not available for this position.
• A REAL-ID or REAL-ID-compliant document is required for laboratory access, including interviews.