Jobs and Careers

Executive Assistant to Associate Lab Director for Applied Materials and Sustainability Sciences

United Statesfull_timeVerifiedPosted 9 Dec 2024

💰 $105,000/yr($95,000/yr – $105,000/yr)

About the role

Overview

The Executive Assistant to the Associate Laboratory Director (ALD) for Applied Materials and Sustainability Sciences (AMSS) provides administrative support to the AMSS Department at Princeton Plasma Physics Laboratory (PPPL). This position has primary responsibility for the efficient and effective office operation of the Sustainability Science research group, consisting of research staff, postdoctoral fellows, and students, both on and off-campus, as well as support for AMSS initiatives at PPPL.

The ideal candidate will possess exceptional organizational and multitasking abilities, a proactive mindset, obsessive attention to detail, and the essential skills and competencies to function as a trusted thought partner to the ALD. This role requires a dynamic professional who can set priorities, facilitate sound and efficient decision-making, function as a gatekeeper of the ALD’s time and access, with the goal of maximizing their productivity, thrive in a fast-paced environment, manage complex tasks with precision, and maintain high standards of performance.

A proud U.S. Department of Energy National Laboratory managed by Princeton University, Princeton Plasma Physics Laboratory (PPPL) is a longstanding leader in the science and innovation behind the development of fusion energy — a clean, safe, and virtually limitless energy source. With an eye on the future and in response to national priorities, PPPL also has begun a strategic shift from a singular focus on fusion energy to a multi-focus approach that includes microelectronics, quantum information science, and sustainability science. Whether it be through science, engineering, technology or professional services, every team member has an opportunity to make their mark on our world. PPPL aims to attract and support people with a rich variety of backgrounds, interests, experiences, and cultural viewpoints. We are committed to equity, diversity, inclusion and accessibility and believe that each member of our team contributes to our scientific mission in their own unique way. Come join us!

Responsibilities

Core Responsibilities:

Dynamic and Complex Calendar & Meeting Managementa. Proactively manage and optimize the ALD’s calendar, including scheduling and coordinating meetings, appointments, and events.b. Resolve scheduling conflicts effectively and ensure that meetings progress with minimal interruptions.c. Prioritize and adjust meetings and schedules based on strategic needs and evolving priorities.d. Ensure seamless alignment between the ALD’s commitments and overall organizational objectives.e. Coordinate and facilitate meetings, including preparation of agendas, materials, and logistical arrangements.f. Manage follow-up actions, track progress, and ensure timely completion of meeting objectives.

Email Managementa. Respond promptly to complicated or sensitive requests that can necessitate triaging, prioritizing, and appropriate expectations management.b. Decide which inquiries can be handled directly, which should be deferred to the ALD, and which must be addressed by others.c. Follow up on all inquiries from internal and external stakeholders to completion.d. Handle sensitive information with discretion and maintain confidentiality.

Comprehensive Travel Managementa. Oversee all aspects of travel planning, including arranging flights, accommodations, ground transportation, and creating trip checklists.b. Design door-to-door itineraries with all relevant details and notes to ensure that the ALD’s trip is productive.c. Anticipate and address potential travel-related issues and changes, ensuring a smooth and stress-free experience.d. Manage travel budgets, prepare travel expense reports, and handle travel-related documentation.

Timely and Accurate Expense Managementa. Track, reconcile, and submit expense reports in a timely manner, adhering to the relevant institution’s policies and procedures.b. Review and verify expenditures to ensure accuracy and compliance.c. Address and resolve any discrepancies or issues related to expenses.

Professional Content Development and Managementa. Generate executive-level correspondence, briefing materials, and other documents to final form, applying appropriate grammar, sentence structure, punctuation, spelling and context.b. Prepare, edit, and proofread documents, presentations, reports, and correspondence for internal and external stakeholders.c. Ensure all content is professionally presented, accurate, and aligned with the ALD’s voice and organizational standards.d. Conduct research and gather information to support the development of content and strategic initiatives.e. Organize, manage, and provide support for special events and programming; manage the collection, production, and dissemination of materials f