Executive Assistant - Director's Office

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 dedicated to fostering a culture that values individuals, talents, partnerships, ideas, experiences, and different perspectives, recognizing their importance to the continued success of the Laboratory’s mission.

Pay Range

$91,320 - $111,840

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 administrative support to senior level advisors and managers within the Director’s Office suite. You will perform a full range of advanced, diverse, and complex executive assistant services in a highly visible environment. You will also serve as a point-of-contact for the area and manager supported; interface with senior-level internal and external personnel to exchange, gather and disseminate information. This position is within the Director’s Office. This position will report to the Director’s Office Administrator.

You will

• Represent senior level advisors and managers and independently set priorities when committing the manager’s time; organize and coordinate complex and often confidential calendars.
• Clarify, coordinate, communicate, and disseminate information on behalf of senior advisors and other senior managers; often 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, institutional organizational charts, reports, presentations, complex forms, and talking papers for management.
• Conduct research, make requests for information, compile and coordinate internal and external information on a variety of business, operational and administrative topics.
• Plan, organize and coordinate a variety of internal/external meetings and coordinate high level annual events at times using hybrid and Webex options; develop agendas and identify and contact meeting attendees; provide information for meetings or visits, badging, clearance transfers with government facilities.
• Arrange complex foreign and domestic travel and independently adjust complex itineraries as required.
• Initiate and compose original and sensitive correspondence, memoranda, reports, presentations, and agendas on behalf of the senior executives.
• Review, track, and update documents including delegation memos, submitted for manager’s signature across the institution, for completeness and accuracy.
• Screen calls and visitors, respond to questions, resolve administrative issues, and assist and back up other administrative personnel in the office.
• Manage complex and often confidential files; determine retention/destruction status of documents using Laboratory guidelines.
• Perform other duties as assigned.

Qualifications

• Active Department of Energy (DOE) Q-level clearance or active Top-Secret clearance issued by another U.S. government agency.
• Advanced experience providing executive assistant support to senior management/executives and representing senior management/executives to diverse internal and external contacts.
• Advanced executive assistant knowledge and skills including fast, accurate keyboarding and excellent grammar, proofreading, and editing skills; expert level skills and experience with personal computers and associated software; including expertise in preparing presentations, institutional organization charts using PowerPoint or similar software and experience using Excel.
• Experience coordinating and leading administrative projects; demonstrated analytical, problem-solving, and decision-making skills necessary to independently identify and recommend appropriate actions and solutions to administrative issues.
• Advanced organizational skills and the ability to prioritize multiple and complex tasks and work effectively in a fast-paced environment, with short deadlines and frequent