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

$54,900 - $94,440 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 in the Deputy Director of Science & Technology (DDS&T) organization directly supporting the Academic Engagements Office Director/Deputy Director and Science & Technology Assessments Office Director, as well as serving as a backup to fellow DDS&T executive assistants and administrative specialists. DDS&T has a broad institutional reach which includes oversight of the offices of Academic Engagements, Laboratory Directed Research and Development (LDRD), Science & Technology Assessments, and Innovation & Partnerships, as well as managing the Livermore Valley Open Campus, Library, and Archives facilities and operations. In this role you will provide a full range of intermediate, diverse, and moderately difficult executive and general administrative services in a fast-paced environment. You will serve as a point-of-contact and trusted partner for the assigned primary and occasional secondary DDS&T managers and interface with internal and external personnel of various levels to exchange, gather, and disseminate information.

This position may offer a hybrid schedule, which includes the flexibility to work from home one or more days per week, after a probationary period. 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 team and the organization.

You will

• Represent managers in daily interactions across the DDS&T organization and with various levels of LLNS employees across the Lab, following established policies, practices, and procedures.
• Partner with administrative colleagues within the DDS&T, providing backup support to their various programs and directors, as needed.
• Independently set priorities when committing the managers’ time, anticipating their needs, and organizing and coordinating confidential calendars.
• Clarify, coordinate, communicate, and disseminate information on behalf of DDS&T managers, as needed.
• Initiate, compile, coordinate, proof, format, edit, and finalize a variety of documents and email messages, including correspondence, itineraries, reports, and presentations, for DDS&T managers, as requested.
• As part of a team and under supervision, assist with the organization of a variety of internal/external meetings, including developing agendas and determining and contacting meeting attendees.
• Make travel arrangements that may involve international travel.
• Conduct preliminary research, make requests for information, compile and coordinate internal and external information on a variety of business, operational, and administrative topics.
• Manage confidential files, using Laboratory guidelines to determine retention/destruction status of documents.
• Perform other duties as assigned.

Qualifications

• This position requires an active Department of Energy (DOE) Q-level clearance or active Top-Secret clearance issued by another U.S. government agency at time of hire.
• Experience providing executive assistant support to senior management/executives, including coordinating and leading administrative projects; representing senior management/executives to diverse internal and external contacts, and communicating senior management/executive direction.
• Executive assistant skills; knowledgeable of various software packages for preparing presentations and a variety of documents and reports.
• Experience demonstrating effective communication skills using judgment, tact, and diplomacy to communicate a wide range of topics of an urgent and sensitive nature.