Library Assistant I Jobs in Commack, NY (NOW HIRING)

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 organ