NOIRLab Executive Administrative Assistant full_time

NSF’s National Optical-Infrared Astronomy Research Laboratory (NOIRLab) is the preeminent US national center for ground-based, nighttime optical and infrared astronomy. NOIRLab is a Federally Funded Research and Development Center (FFRDC) which operates as a matrix organization, providing services across a range of programs: Gemini, Rubin, MSO (CTIO and KPNO), and CSDC; with facilities in three geographic locations: Arizona, Chile and Hawai’i. The mission of NOIRLab is to enable breakthrough discoveries in astrophysics by developing and operating state-of-the-art ground-based observatories and providing data products and services for a diverse and inclusive community.

This time, we are looking for an Executive Administrative Assistant, to support the NOIRLab Deputy Director (DD) by providing a variety of administrative functions. This full-time role requires exercising initiative, independent judgment and a high level of discretion while anticipating the needs of the Deputy Director, ensuring that effective planning and administrative systems are in place and maintained efficiently and effectively.

The internal job classification for this position Administrative Specialist 5 and it is based in La Serena, Chile with a predominantly 5-day work week.

Essential Functions:

• Coordinates executive communications, responding to emails, correspondence, phone calls and interfacing with internal staff and external groups.
• Writes and/or drafts correspondence that articulates the Director’s purpose and motive.
• Supports drafting and collating papers and reports, preparing manageable agendas, taking minutes, following up on action points; and other administrative tasks as required to support the NOIRLab DD activities.
• Schedules meetings and appointments and coordinates the diary of the NOIRLab DD by prioritizing and arranging internal and external meetings, ensuring appropriate meeting schedules, and documentation such as notes, presentations, and briefing papers are prepared and provided.
• Responsible for meeting minutes, taking messages, and following up on actions.
• Responsible for organizing regular touch base meetings for DD with NOIRLab Staff and management in Chile and the US.
• Plans and executes organizational events such as board meetings, conferences and workshops.
• Provides full administrative support; responsible for coordinating approval processes using AURA online systems and for the appropriate filling of documents.
• Serve as the Deputy Director’s liaison as needed in meetings, daily activities and organizational social events.
• Maintains and balances the NOIRLab DD’s discretionary fund and AURA management accounts.
• Coordinates governance meetings logistics, agendas, and documentation as needed.
• Performs advanced office functions such as setting up and executing virtual and in-person meetings and training sessions.
• Plans and organizes travel and accommodation when required and manages the expense reports in a timely manner utilizing corporate web-based tools.
• Organizes travel for internal and external visitors, planning schedules and reimbursements for such travels.
• Maintains effective documentation management for the DD activities, including filling, data storage, and retrieval systems. Curates documentation set in Google drive and Docushare, and physical documents as needed.
• Tracks approval workflows and processes; support the DD in maintaining approval schedules for requests, documents, assessments, reviews.
• Collaborates with all executive assistants, in Chile and in the US to support any meetings and events, and ensures meetings and events are properly arranged and serviced.

Other Functions:

• Carries out all the duties with complete discretion and a high regard for confidentiality.
• Ensures that work, goals, policies, and procedures are carried out in accordance with NOIRLab’s values, diversity, equality, and inclusion.
• Assists the NOIRLab DD in maintaining transparent communication regarding the organization’s activities, decision-making processes, and adjustments, aiming to foster a culture of openness within NOIRLab.
• Collaborates with the NOIRLab Documentation Manager, as needed.
• Participates and contributes to organizational/team meetings, as required.
• Supports reporting activities and acts as backup support to other executive assistants.
• Undertakes any other duties required to support the NOIRLab DD to fulfill his role.
• Develops skills and undertakes responsibilities as appropriate, which will fulfill the role’s purpose and support the organization’s success.
• As directed, carries out any other duties relevant to the NOIRLab DD and the organization’s needs.

Required Education/Experience/Skills/Abilities:

• Bachelor’s degree in business administration or a relevant degree.
• Must have 5 years, minimum, of relevant executive professional experience.
• Must be bilingual, fluent in English, both spoken and written, and must have an advanced knowledge of Spanish.
• Strong proficiency in GSuite, Microsoft Office Suite (Outlook, Word, Excel, and PowerPoint).
• Intermediate proficiency in video conferencing tools (Teams, Zoom, etc.).
• Previous experience in international organizations and multicultural work environments.
• Must have experience with travel booking and expense report tools.
• Must have prior experience managing calendars and coordinating meetings/events.
• Must have excellent organizational skills and ability to manage multiple tasks.
• Must have experience planning and executing virtual and on-site events.
• Experience in staff coordination is a plus.

Physical Requirements:

There are basic physical requirements that must be met by an employee to successfully perform the essential functions of this job. This position is required to pass a medical examination post Offer and, if medically necessary, also at specified intervals while employed.

Work at high elevation summit sites might be required (summit elevations range from 2,200 mts. to 2,715 mts.), sometimes during inclement weather.

• Cerro Tololo: Able to climb stairs and work at 2,225 mts. altitude.
• Cerro Pachon: Able to climb stairs and work at 2,713 mts. altitude.

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

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If you would like to apply for this opportunity, please submit your CV/resume along with a Cover Letter, both documents in English, and in PDF preferred, by Friday June 07, 2024. Also, kindly provide contact information of 3 professional references in your application, as references will be contacted later in the recruiting process. Please name any attachments with the following format: Lastname.Docname. – Incomplete or incorrect applications will not be considered.

Veterans, disabled individuals or wounded warriors needing assistance with the employment process should request assistance at employment@aura-astronomy.org

At NOIRLab we are committed to diversity and inclusion. Our managing Organization, AURA, as a leader in the astronomical community, develops and supports programs that advance our organizational commitment to diversity, broaden participation, and encourage the advancement of diversity throughout the astronomical scientific workforce. Learn more at: Diversity and Inclusion – AURA Astronomy (aura-astronomy.org) 

AURA offers an excellent benefits package including paid time off and retirement plan contributions, competitive salary commensurate with experience, and a very attractive work environment.

The Association of Universities for Research in Astronomy (AURA) is a consortium of over 40 US institutions and three international affiliates that operates world-class astronomical observatories. AURA’s role is to establish, nurture, and promote public observatories and facilities that advance innovative astronomical research. AURA is responsible for managing the operations of the NSF’s NOIRLab, the National Solar Observatory, and the construction of the Vera C. Rubin Observatory and the Daniel K. Inouye Solar Telescope under cooperative agreements with the National Science Foundation and operations of the Space Telescope Science Institute under contracts with NASA.  

As a recipient of U.S. Government funding, AURA is considered a government contractor and is subject to Equal Employment Opportunity and Affirmative Action regulations. As an Equal Opportunity and Affirmative Action Employer, AURA does not discriminate based on race, sex, color, age, religion, national origin, sexual orientation, gender identity/gender identity expression, lawful political affiliations, veteran status, disability, and/or any other legally protected status under applicable federal, state, and local equal opportunity laws. The statements below as well as the requests for self-identification are required pursuant to these regulations. We encourage your participation in meeting these federal reporting requirements which are included for protection and to assist us in our recordkeeping and reporting. Your responses are kept strictly confidential.