Executive Assistant - Laser Systems Engineering & Operations Division

Company Description

Join us and make YOUR mark on the World!

Lawrence Livermore National Laboratory (LLNL) has turned bold ideas into world-changing impact advancing science and technology to strengthen U.S. security and promote global stability. 

Our mission spans four critical national security areas nuclear deterrence, threat preparedness, energy security, and multi-domain defense empowering teams to take on the toughest challenges of today and tomorrow. With a culture built on innovation and operational excellence, LLNL is a place where your expertise can make a real impact.

Job Description

We have an opening for an Executive Assistant to provide advanced executive support to the Laser Systems Engineering and Operations (LSEO) Division Leader and division office leadership team within the Engineering Directorate. LSEO is a large and complex division of more than 700 employees with multiple sections, a broad leadership structure, and extensive internal and external coordination requirements.  You will perform a full range of advanced, diverse, and complex executive assistant services in support of the Division Leader, using advanced knowledge of the business, operations, and organization of the area supported, as well as Laboratory organizations. You will independently manage competing priorities, coordinate complex and often confidential activities, and serve as a key point of contact for leadership coordination, communications, meetings, travel, and administrative operations.  This position is in the Laser Systems Engineering and Operations (LSEO) Division, within the Engineering Directorate.

This position requires full-time on-site presence due to the nature of the work.

In this role, you will

• Provide advanced executive assistant support to the LSEO Division Leader and division office leadership team.
• Independently prioritize and manage the Division Leader’s complex and often confidential calendar, including scheduling, conflict resolution, and alignment of time with leadership priorities.
• Serve as the executive point of contact for the Division Leader and communicate, clarify, coordinate, and disseminate information on behalf of the Division Leader.
• Interface with senior-level internal and external personnel using discretion, tact, diplomacy, and sound judgment.
• Organize and coordinate internal and external meetings, briefings, tours, worksite visits, and special events, including agendas, attendee coordination, logistics, and background materials.
• Initiate, compile, coordinate, proof, format, edit, and finalize a variety of confidential and non-confidential documents, correspondence, memoranda, itineraries, agendas, reports, presentations, and formal communications.  This also includes preparing presentation, meeting materials, minutes, and leadership support documents.
• Track action items and ensure timely follow-through on leadership requests and administrative deliverables.
• Arrange domestic and international travel, including authorizations, itineraries, lodging, transportation, and related requirements.
• Conduct research, gather information, and coordinate internal and external input on a variety of business, operational, and administrative topics for division leadership.
• Manage complex and often confidential files and records in accordance with Laboratory requirements and document handling guidance.
• Provide lead administrative coordination within the division office, help establish team priorities, and share knowledge and guidance with other administrative staff.  This includes providing input to improve administrative practices and procedures within the division office.
• Support workforce actions, surveys, events, onboarding activities, recruitment-related coordination, and other special assignments as needed.
• Administer division Employee Relations, Non-Reimbursable, and Recognition and Awards budgets, and coordinate related budget activities.
• Perform other duties as assigned.

Qualifications

• Ability to obtain and maintain a U.S. DOE Q-level security clearance which requires U.S. citizenship.
• Advanced experience providing executive assistant support to senior management or executives, including coordinating and leading administrative projects.
• Advanced knowledge of the business, operations, and organization of the area supported, and knowledge of related Laboratory organizations.
• Advanced experience representing senior management to diverse internal and external contacts, communicating direction and coordinating actions on behalf of management.
• Advanced experience demonstrating effective communication skills using judgment, tact, and diplomacy to communicate a wide range of urgent and sensitive topics.
• Experi