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Executive Assistant

2 months ago

Livermore, California, United States Lawrence Livermore National Laboratory Full time
Job Summary

We are seeking an experienced Executive Assistant to provide high-level administrative support to the Deputy Chief of Staff to the Director and the Director for Strategy and Planning. The successful candidate will serve as a point of contact for internal and external stakeholders, interfacing with senior-level personnel to gather, exchange, and disseminate information.

Key Responsibilities
  • Represent the Director's Office in daily interactions with senior management and external contacts, providing executive-level support to the Deputy Chief of Staff to the Director and the Director for Strategy and Planning.
  • Proactively manage the daily schedule, calendar, contacts, meetings, conferences, and professional engagements of the DCoS and DS&P.
  • Initiate, clarify, compile, compose, edit, coordinate, finalize, and disseminate a variety of documents, messages, agendas, reports, and correspondence containing confidential, sensitive, and/or high-impact information on behalf of the DCoS and DS&P.
  • Independently assess and respond to inquiries, prioritizing actions, following up, and ensuring resolution on a wide variety of issues.
  • Serve as the executive point of contact and independently set priorities when committing the DCoS's and DS&P's time, organizing and coordinating complex and often confidential calendars.
  • Conduct research, make requests for information, compile, and coordinate internal and external information on a variety of business, operational, and administrative topics, and manage complex and often confidential files.
  • Schedule, plan, organize, and coordinate a variety of internal/external meetings and collaborate with the DCoS, DS&P, and senior managers to develop meeting agendas, identify and coordinate meeting attendees and presentation materials, responsible for distributing and tracking meeting notes and action items through completion, balancing and prioritizing regular updates.
  • Support the DCoS, DS&P, and senior managers in moving projects forward by assisting with information gathering, communicating with different parties, developing and monitoring plans, keeping track of responsibilities, and driving appropriate prioritization of key initiatives.
  • Arrange and approve extensive and involved foreign and domestic travel arrangements and independently make complex itinerary adjustments as required.
  • Serve as the administrative liaison to internal and external stakeholders, supporting the coordination of highly involved projects with frequently changing variables and minimal guidance.
  • Manage confidential documents, including incoming correspondence, on behalf of the DCoS and DS&P, determining priorities, routing, and retention/destruction status using Laboratory guidelines.
Requirements
  • Ability to secure and maintain a U.S. DOE Q-level security clearance, which requires U.S. citizenship.
  • Broad and significant experience providing executive assistant support to senior management/executives, representing senior management/executives to diverse internal and external contacts.
  • Advanced executive assistant skills and experience creating draft documents and correspondence using excellent grammar, proofreading, and editing skills, exceptional skills and experience with personal computers and associated software, including Microsoft Word, Excel, PowerPoint, and Teams.
  • Significant experience initiating, coordinating, and leading administrative projects, demonstrated analytical, problem-solving, and decision-making skills necessary to independently identify and recommend appropriate actions and solutions to complex administrative issues.
  • Advanced organizational skills, with excellent attention to detail 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 the Director's Office with all levels of management, both internal and external to the Laboratory, experience working effectively with urgent, sensitive issues, and/or classified documents, and exercising judgment and discretion.
Preferred Qualifications
  • Broad and comprehensive knowledge of Laboratory mission, business, operations, and program/discipline organizations, knowledge of external organizations at the local, State, and National levels.
  • Knowledge of external organizations related to (DO/PAD/Directorate) business.
  • Knowledge and understanding of the Laboratory's policies and procedures.
  • Associate Degree in business or a related field or equivalent combination of significant experience and education.