Executive Assistant

Company Description

Join us and make YOUR mark on the World!

Are you interested in joining some of the brightest talent in the world to strengthen the United States’ security? Come join Lawrence Livermore National Laboratory (LLNL) where our employees apply their expertise to create solutions for BIG ideas that make our world a better place.

We are committed to a diverse and equitable workforce with an inclusive culture that values and celebrates the diversity of our people, talents, ideas, experiences, and perspectives. This is important for continued success of the Laboratory’s mission.

Pay Range
$91,320 - $111,840 Annually
This is the lowest to highest salary we in good faith believe we would pay for this role at the time of this posting; pay will not be below any applicable local minimum wage.  An employee’s position within the salary range will be based on several factors including, but not limited to, specific competencies, relevant education, qualifications, certifications, experience, skills, seniority, geographic location, performance, and business or organizational needs.

Job Description

We have an opening for an Executive Assistant to provide executive level support to the Infrastructure and Operations Associate Director (AD) and the Deputy Associate Director (DAD). You will provide a full range of advanced, diverse, and complex executive assistant services and build a strong rapport with the highest levels of LLNL management, as well as senior managers. The environment is complex, dynamic and fast paced, with multiple deadlines and frequently changing priorities often involving extremely sensitive information. This position is in the Operations and Business (O&B) Principal Associate Directorate.

This position may offer a hybrid schedule, which includes the flexibility to work from home one or more days per week. The specifics of the hybrid schedule, including the exact number of days required in the office and virtual work options, may vary based on the needs of the organization.

You will

• Represent the I&O Associate Director (AD) and Deputy Associate Director (DAD) in daily interactions with senior leadership and executives across the laboratory, the Department of Energy (DOE), National Nuclear Security Administration (NNSA), the Department of Defense and other national laboratories.
• Independently set priorities when committing the AD and Deputy AD’s time; organize, coordinate, manage highly complex and confidential calendars and take the initiative to monitor schedules ahead of time while maintaining awareness of real-time activities.
• Support management in all aspects of challenging schedules and responsibilities to ensure success in every situation with steadfast integrity, ethics, proficiency, professionalism, and confidentiality. 
• Compose, clarify, coordinate, communicate, and disseminate information on behalf of the AD and other senior managers; independently assess and respond to inquiries, prioritize actions, follow-up and ensure resolution on a wide variety of issues.
• Initiate, compile, coordinate, proof, format, edit, and finalize a variety of documents and email messages, most of which contain sensitive or privileged information, including correspondence, itineraries, reports, presentations, complex forms, and talking papers for management.
• Research and analyze business and organizational issues, applying tactical thinking and serve as an advisor to effectively multiply management’s productivity.
• Oversee requests for information; compile and coordinate institutional information; provide input on a variety of business, operational, and administrative matters; and at times represent the organization.
• Organize and plan internal and external meetings and directorate-wide events; develop agendas, identify, and coordinate meeting attendees and create presentation materials/event communications. Plan, execute, track and archive event activities and funding for future reference.
• Arrange domestic travel and make complex itinerary adjustments as required; manage expense report submissions.
• Perform other duties as assigned.

Qualifications

• Ability to secure and maintain a U.S. DOE Q-level security clearance which requires U.S. citizenship.
• Advanced experience providing executive assistant support to senior management; communicating senior manager’s direction and representing senior management executives to diverse internal and external contacts.
• Advanced problem-solving and decision-making skills necessary to independently recommend appropriate actions and solutions.
• Advanced organizational skills, attention to detail, accuracy, flexibility, ability to prioritize multiple and complex tasks, and ability to work under time