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Executive Assistant/Office Manager

4 months ago

Livermore, United States Lawrence Livermore National Laboratory Full time

Job Description

We have an opening for an Executive Assistant (EA)/Office Manager to provide executive level support to the Infrastructure and Operations (I&O) Directorate. You will perform a full range of advanced, diverse, and complex executive assistant services, using broad knowledge of the full cadre of operational and programmatic areas of the Laboratory. You will build strong rapport with the highest levels of LLNL management, as well as senior managers. The environment is fast paced, with multiple deadlines and frequently changing priorities often involving extremely sensitive and/or classified information. This position is in the Operations and Business (O&B) Principal Associate Directorate.

You will

Represent the I&O Associate Director and Deputy Associate Director (AD) in daily interactions with senior management and executives across the laboratory; and the Department of Energy (DOE), National Nuclear Security Administration (NNSA), Department of Defense and other national laboratories. Independently set priorities when committing the AD and Deputy AD’s time; organize, coordinate, manage highly complex and confidential calendars. Support management in all aspects of their challenging schedules and responsibilities to ensure success in every situation with steadfast integrity, ethics, grace, proficiency, professionalism, and confidentiality. Regularly monitoring schedule while maintaining awareness of real-time activities. Compose, clarify, coordinate, communicate, and disseminate information on behalf of the AD and other senior managers; 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, reports, presentations, complex forms, and talking papers for management. Research and analyze business and organizational issues, applying tactical thinking and serve as an advisor to effectively multiply management’s productivity. Plan, execute, track and archive event activities and funding for future reference. Oversee requests for information; compile and coordinate institutional information; provide input on a variety of business, operational, and administrative matters; and at times represent the organization. Organize and plan internal and external meetings/events; develop agendas, identify, and coordinate meeting attendees and presentation materials/event communications. Assist I&O senior management with organizing internal and external meetings; develop agendas, identify, and coordinate meeting attendees and presentation materials. Arrange domestic travel and make complex itinerary adjustments as required; manage expense report submissions. Recognize, create, and implement plans to promote and foster a culture of inclusion, diversity, equity, and accountability. Perform other duties as assigned.

Qualifications

Ability to secure and maintain a DOE Q-level security clearance which requires citizenship. Advanced and broad experience providing executive assistant support and representing senior management to diverse internal and external stakeholders. Ability to streamline office operations, enhancing productivity, optimizing administrative processes, and organizing office operations and procedures. Expert use of Microsoft Office Suite (PowerPoint, Excel, Word, Teams) and other applications and software. Advanced experience leading business, administrative, operational and organization activities, participating in a variety of organization projects and researching, interpreting and applying a wide variety of policies, procedures and guidelines. Advanced communication skills including excellent grammar, writing, proofreading, attention to detail and editing skills to effectively interact and represent the organization AD and Deputy AD with all levels of management, both internal and external to the Laboratory. Advanced organizational skills, attention to detail, accuracy, flexibility, ability to prioritize multiple and complex tasks, and ability to work under time constraints to meet short deadlines with frequent interruptions. Ability to handle sensitive and confidential issues with tact and discretion, knowledge of appropriate handling of sensitive and classified documents. Advanced analytical skills as well as the ability to anticipate, identify, and resolve complex problems in a rapidly changing environment, ability to work independently, as well as in a team environment with frequently changing priorities. Experience implementing plans that promote and value inclusion, diversity, equity, and accountability principles in the workplace.

Qualifications We Desire

Broad, institutional knowledge of the Laboratory, its programs, business operations, and policies and procedures; knowledge of external organizations.

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 2024 Best Places to Work by Glassdoor Flexible  401(k) Relocation Assistance Education Reimbursement Program Flexible schedules (*depending on project needs) Inclusion, Diversity, Equity and Accountability (IDEA) - visit  Our core beliefs - visit Employee engagement - visit 

Security Clearance

This position requires a Department of Energy (DOE) Q-level clearance. If you are selected, we will initiate a Federal background investigation to determine if you meet eligibility requirements for access to classified information or matter. Also, all L or Q cleared employees are subject to random drug testing. Q-level clearance requires citizenship. 

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.

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: 

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 (link is external) and (link is external).

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 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 .

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