Administrative Coordinator for Events

2 weeks ago

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

Company Overview

Lawrence Livermore National Laboratory (LLNL) is a premier institution dedicated to enhancing the security of the United States through innovative solutions. Our workforce is composed of some of the brightest minds in the world, committed to creating impactful solutions that contribute to a better future.

We prioritize a diverse and equitable workforce, fostering an inclusive culture that values the unique perspectives and talents of our employees. This diversity is vital for driving innovation and achieving the Laboratory's mission.

Compensation

The annual salary range for this position is $76,080 - $94,440. This range serves as a general guideline and may vary based on factors such as education, experience, and market conditions.

Position Overview

We are seeking an Events Office Administrator to collaborate with the Events Office team in organizing and executing high-profile visits, briefings, and special events for dignitaries. This role requires independent prioritization and management of a diverse administrative workload in a dynamic environment.

In this position, you will frequently engage with senior Laboratory management, the LLNS Board of Governors, and VIP visitors from various sectors, including government and academia.

Key Responsibilities

  • Coordinate internal and external visits, ensuring security clearances, agenda preparation, and logistical arrangements.
  • Oversee day-of coordination for onsite and virtual meetings, conferences, and events.
  • Manage administrative processes and serve as a point of contact for related inquiries.
  • Develop and maintain databases, spreadsheets, and filing systems.
  • Address unexpected complications and adapt plans as necessary in high-stakes environments.
  • Provide guidance on business policies and ensure compliance with established procedures.
  • Facilitate communication and dissemination of information on behalf of the Events Office.
  • Respond to event-related inquiries and ensure timely resolution.
  • Support initiatives that promote an inclusive workplace culture.
  • Perform additional duties as assigned.

Qualifications

  • Active Department of Energy (DOE) Q-level clearance or equivalent Top-Secret clearance required at the time of hire.
  • Experience in coordinating large-scale internal and external events.
  • Strong organizational skills with attention to detail and the ability to manage multiple tasks effectively.
  • Self-motivated with the ability to exercise discretion in handling sensitive information.
  • Experience working with high-level officials and managing VIP interactions.
  • Proficient in MS Office applications and capable of creating and managing complex spreadsheets.
  • Excellent communication skills for effective interaction with diverse stakeholders.
  • Analytical skills to identify and implement solutions to administrative challenges.
  • Knowledge of operations within a weapons program is preferred.

Preferred Qualifications

  • Familiarity with LLNL standard software tools.
  • Experience with online registration tools.
  • Understanding of the Laboratory's organizational structure and key stakeholders.
  • Commitment to promoting diversity and inclusion in the workplace.

Additional Information

All information will be kept confidential in accordance with EEO guidelines.

This position is classified as Career Indefinite and is open to both internal and external candidates.

Why Choose Lawrence Livermore National Laboratory?

  • Recognized as one of the Best Places to Work.
  • Comprehensive benefits package.
  • 401(k) retirement plan.
  • Relocation assistance available.
  • Education reimbursement program.
  • Flexible work schedules based on project needs.

Security Clearance Requirement

This position necessitates an active DOE Q-level clearance or an equivalent Top Secret clearance upon hire.

Pre-Employment Drug Testing

Selected external candidates must pass a pre-employment drug test, which includes screening for marijuana use.

Device Restrictions

Compliance with mobile device restrictions in certain areas is mandatory.

Equal Employment Opportunity

We are an equal opportunity employer, committed to a work environment free from discrimination and harassment.

Reasonable Accommodation

We strive to create an accessible experience for all candidates during the application and interview process.

California Privacy Notice

California residents have specific privacy rights under the CCPA.

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