Executive Assistant - Director's Office

Lawrence Livermore National Laboratory • Full-time • Livermore, CA, US • $91.32k - $111.84k / year • 20h ago

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 interruptions.
Advanced communication skills to effectively interact and represent senior executives with all levels of management, both internal and external to the Laboratory.
Advanced experience with domestic and foreign travel, and reimbursement systems.
Knowledge of appropriate handling of sensitive and/or classified documents and protection; experience working effectively with sensitive issues and exercising judgment and discretion.

Qualifications We Desire

Knowledge of Laboratory business, operations, and organization; demonstrated knowledge of external organizations related to (DO/PAD/Directorate) business.
Knowledge and understanding of the Laboratory’s policies and procedures.
Knowledge of various LLNL-specific administrative tools and applications (LEAP, LTRAIN, ePAY, TIME, LAPIS, etc.)

Additional Information

All your information will be kept confidential according to EEO guidelines.

Position Information

This is a Career Indefinite position, open to Lab employees and external candidates.

Why Lawrence Livermore National Laboratory?

Included in 2025 Best Places to Work by Glassdoor!
Flexible Benefits Package
401(k)
Relocation Assistance
Education Reimbursement Program
Flexible schedules (*depending on project needs)
Our core beliefs - visit https://www.llnl.gov/inclusion/our-values

Security Clearance

This position requires an active Department of Energy (DOE) L-level or Q-level clearance or an active Secret or Top Secret clearance issued by another U.S. government agency at time of hire.

Pre-Employment Drug Test

External applicant(s) selected for this position must pass a post-offer, pre-employment drug test. This includes testing for use of marijuana as Federal Law applies to us as a Federal Contractor.

Wireless and Medical Devices

Per the Department of Energy (DOE), Lawrence Livermore National Laboratory must meet certain restrictions with the use and/or possession of mobile devices in Limited Areas. Depending on your job duties, you may be required to work in a Limited Area where you are not permitted to have a personal and/or laboratory mobile device in your possession. This includes, but not limited to cell phones, tablets, fitness devices, wireless headphones, and other Bluetooth/wireless enabled devices.

If you use a medical device, which pairs with a mobile device, you must still follow the rules concerning the mobile device in individual sections within Limited Areas. Sensitive Compartmented Information Facilities require separate approval. Hearing aids without wireless capabilities or wireless that has been disabled are allowed in Limited Areas, Secure Space and Transit/Buffer Space within buildings.

How To Identify Fake Job Advertisements

Please be aware of recruitment scams where people or entities are misusing the name of Lawrence Livermore National Laboratory (LLNL) to post fake job advertisements. LLNL never extends an offer without a personal interview and will never charge a fee for joining our company. All current job openings are displayed on the Career Page under “Find Your Job” of our website. If you have encountered a job posting or have been approached with a job offer that you suspect may be fraudulent, we strongly recommend you do not respond.

To learn more about recruitment scams: https://www.llnl.gov/sites/www/files/2023-05/LLNL-Job-Fraud-Statement-Updated-4.26.23.pdf

Equal Employment Opportunity

We are an equal opportunity employer that is committed to providing all with a work environment free of discrimination and harassment. All qualified applicants will receive consideration for employment without regard to race, color, religion, marital status, national origin, ancestry, sex, sexual orientation, gender identity, disability, medical condition, pregnancy, protected veteran status, age, citizenship, or any other characteristic protected by applicable laws.

Reasonable Accommodation

Our goal is to create an accessible and inclusive experience for all candidates applying and interviewing at the Laboratory. If you need a reasonable accommodation during the application or the recruiting process, please use our online form to submit a request.

California Privacy Notice

The California Consumer Privacy Act (CCPA) grants privacy rights to all California residents. The law also entitles job applicants, employees, and non-employee workers to be notified of what personal information LLNL collects and for what purpose. The Employee Privacy Notice can be accessed here.

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