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
$87,450 - $108,564 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. 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 the Office of Government and External Affairs (OGEA) supporting the California Government and Industry Relations manager and the State Government Affairs Advisor. OGEA has responsibility for developing and maintaining relationships with Federal, State, regional, and local government stakeholders, as well as nongovernment organizations, involved in issues of interest to the Lab community, including leading all lab communications with the US Congress and the CA State Legislature. In this role you will provide a full range of advanced, diverse, and complex executive assistant services in a fast-paced environment. You will serve as a point-of-contact and trusted partner for the senior leadership team and interface with senior-level internal and external personnel to exchange, gather and disseminate information.
In this role, you will
- Represent Senior Managers in daily interactions across the office, to senior management across the Laboratory, sponsor offices in the Federal Government, U.S. Congress, State of California Legislature and Executive Branch Departments, and other local agencies, and industry partners amongst others.
- Independently set priorities when committing the managers’ time anticipating their needs; organize and coordinate complex, high level, and often confidential calendars.
- Clarify, compile, coordinate, communicate, and disseminate information on behalf of the senior management team.
- Initiate, compile, coordinate, proof, format, edit, and finalize a variety of data, including documents and email messages, most of which contain sensitive or privileged information, including correspondence, itineraries, reports, presentations, complex forms, and talking papers for management.
- Independently assist senior management team with organization of a variety of internal/external meetings, reviews, seminars, and events; develop agendas and identify and contact meeting attendees; and serve as administrative lead.
- Initiate and compose original and sensitive correspondence, memoranda, reports, and agendas on behalf of the senior management team. Manage complex and often confidential files; determine retention/destruction status of documents using Laboratory guidelines.
- Participate and/or lead administrative projects in the office, working closely with other Executive Assistant and administrative staff.
- Arrange complex domestic and international travel, and adjust itineraries as priorities evolve and change.
- Conduct preliminary research, make requests for information, compile and coordinate internal and external information on a variety of business, operational and administrative topics.
- Partner with executive assistant counterparts from OGEA, Directors Office and across the Laboratory.
- Recognize, create, and implement plans to promote and foster a culture of inclusion, diversity, equity, and accountability.
- Perform other duties as assigned.
Qualifications
- 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.
- Advanced experience providing executive assistant support to senior management/executives; experience representing senior management/executives to diverse internal and external contacts.
- Advanced experience in identifying and implementing technology solutions to automate administrative processes using a variety of software packages and database approaches.
- Expert skills with MS Office applications, including experience developing reports and presentations using Excel and Power Point for use in management decision making, while exercising excellent grammar, proofreading, and editing skills.
- Advanced experience coordinating and leading administrative projects, and recommending appropriate actions and solutions to administrative issues.
- Advanced organizational skills, attention to detail, accuracy, follow through, and reliability, with ability to prioritize multiple and complex tasks and work effectively in an environment of rapidly changing priorities, short deadlines, and frequent interruptions.
- Advanced communication skills to effectively interact and represent the office and Program and Deputy Program Managers with all levels of management, both internal and external to the Laboratory, while also using judgment, tact, and diplomacy on a wide range of topics of an urgent and sensitive nature.
- Demonstrated ability to be self-motivated and flexible, exercising a high degree of discretion and mature judgment in handling business sensitive and/or classified information and protection.
- Experience in working effectively in a team environment, building and nurturing a team spirit across the organization, and effectively partnering with others to attain goals and boost the effectiveness of the organization.
Qualifications We Desire
- Broad and in-depth knowledge of Laboratory business, operations, and program/discipline organizations; demonstrated knowledge of external organizations at the local, State and National levels.
- Broad and in-depth knowledge of Federal and State government organizations and agencies as well as the U.S. Congress.
Additional Information
Position Information
This is a Career Indefinite position, open to Lab employees and external candidates.
Why Lawrence Livermore National Laboratory?
- Included in 2024 Best Places to Work by Glassdoor!
- Flexible Benefits Package
- 401(k)
- Relocation Assistance
- Education Reimbursement Program
- Flexible schedules (*depending on project needs)
- Inclusion, Diversity, Equity and Accountability (IDEA) - visit https://www.llnl.gov/diversity
- Our core beliefs - visit https://www.llnl.gov/diversity/our-values
- Employee engagement - visit https://www.llnl.gov/diversity/employee-engagement
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.
We invite you to review the Equal Employment Opportunity posters which include EEO is the Law and Pay Transparency Nondiscrimination Provision.
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.
