Outreach & Events Coordinator

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're looking for a an Events & Outreach Coordinator to work in a dynamic and fast-paced environment within the Academic Engagement Office (AEO). You will be responsible for planning and executing engagement events, outreach activities, visits, and meetings. You will coordinate multiple assignments, track actions and deliverables, respond to inquiries, and work with internal and external stakeholders to support timely execution of activities. You will frequently interact with senior managers within the Office of the Deputy Director for Science and Technology (DDST), academia, and other key stakeholders. This role requires the ability to manage multiple active projects simultaneously, exercise sound judgment in prioritizing work, and communicate project status clearly and effectively to stakeholders. You will report to the DDST Administrator.

This position offers a hybrid schedule, blending in-person and virtual presence. You will have the flexibility to work from home one or more days per week, based on business needs. 

This position will be filled at either level based on knowledge and related experience as assessed by the hiring team. Additional job responsibilities (outlined below) will be assigned if hired at the higher level.

You will

• Lead administrative, operational, and project coordination for events, outreach activities, visits, meetings, and related AEO initiatives, including tracking requests, action items, schedules, logistics, and follow-up. 
• Lead the coordination and execution of the Institutional Postdoc Poster Symposium and Research SLAM, including all aspects of the participant and visitor experience from invite through day-of event activities. 
• Coordinate university visits, postdoc engagement activities, and high-visibility internal institutional events, including logistics, schedules, materials, badging, audiovisual readiness, and follow-up. 
• Coordinate the Lawrence Fellowship annual process and lifecycle. 
• Support preparation and distribution of communications products, including email announcements, flyers, signage, event promotions, and related materials. 
• Independently coordinate information, respond to inquiries, and prepare schedules, reports, correspondence, planning materials, and related documentation. 
• Support development of draft agendas, planning materials, and coordination timelines for visits, meetings, events, and reviews; work with senior management and stakeholders to gather input and ensure materials are complete and timely. 
• Perform other duties as assigned.

Additional job responsibilities, at the A01.3 level

• Coordinate complex administrative and operational activities in support of events, outreach efforts, and visits, including development of schedules, tracking tools, planning materials, and status updates for management. 
• Research, coordinate, and help resolve complex administrative, event, visit, and outreach issues; serve as a primary point of contact to ensure actions are tracked and appropriately handled. 
• Provide input on budgets and resource planning related to events, meetings, visits, outreach activities, and associated support needs.

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 the time of hire.
• Experience providing administrative, operational, or project coordination support for areas such as outreach, events, meetings, and visits. 
• Experience leading and coordinating workflows, action items, requests, and deliverables in a dynamic environment. 
• Experience supporting communications materials and distribution process. 
• Experience coordinating meetings, seminars, events, or visit logistics, including scheduling, facility preparation, presentation materials, audiovisual support, and follow-up. 
• Demonstrated ability to independently prioritize and manage multiple complex and frequently shifting assignments, assess and resolve issues, exercise sound judgment, and implement effective solutions. 
• Advanced computer skills in Mi