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Executive Assistant - Deputy Chief of Staff to the Director

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Lawrence Livermore National Laboratory

10d ago

  • Job
    Full-time
    Senior & Expert Level
  • People, HR & Administration
  • Livermore

AI generated summary

  • You must have U.S. citizenship, executive assistant experience, advanced skills in MS Office, strong organizational and communication abilities, and relevant education or equivalent experience.
  • You will manage schedules, support senior managers, handle confidential documents, coordinate meetings, arrange travel, and serve as a liaison for projects while prioritizing various tasks and inquiries.

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.
  • Ability to secure and maintain a U.S. DOE X-level security clearance which requires U.S. citizenship.
  • 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.

Responsibilities

  • Represent the Director’s Office in daily interactions with senior management/executives both internal and external to the Laboratory and provide executive level support to the Deputy Chief of Staff to the Director (DCoS), Director for Strategy and Planning (DS&P), and senior managers.
  • Proactively manage the daily schedule, calendar, contacts, meetings (internal and external), conferences, and professional engagements of the DCoS, DS&P, and senior managers.
  • 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, and 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.
  • Supports 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.
  • Serves 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.
  • Perform other duties as assigned.

FAQs

What is the salary range for the Executive Assistant position?

The salary range for the Executive Assistant position is $104,910 - $130,236 annually.

Is a security clearance required for this position?

Yes, a Department of Energy (DOE) Q-level security clearance is required, which necessitates U.S. citizenship.

What types of executives will I be supporting in this role?

You will provide executive-level administrative support to the Deputy Chief of Staff to the Director, the Director for Strategy and Planning, and senior managers within the Office of the Director.

What are the key responsibilities of the Executive Assistant?

Key responsibilities include managing executive calendars, coordinating meetings, handling confidential documents, conducting research, arranging complex travel, and serving as the point of contact for internal and external stakeholders.

What qualifications are needed for this position?

Qualifications include significant experience as an executive assistant, advanced organizational and communication skills, proficiency with Microsoft Office, and the ability to manage multiple complex tasks in a fast-paced environment.

Are there flexible work arrangements available?

Yes, the position offers a hybrid schedule, allowing for a combination of in-person and virtual work, with the flexibility to work from home one or more days per week.

Do I need a specific degree to be considered for this role?

An Associate Degree in business or a related field is preferred, or equivalent significant experience and education.

What support does LLNL provide for employee development?

LLNL offers an Education Reimbursement Program, allowing employees to pursue further education and training.

Will I interact with external organizations in this role?

Yes, you will frequently interface with senior-level personnel from the DOE, DoD, NNSA, Congressional offices, military, industrial, and academic sectors.

Is there a pre-employment drug test?

Yes, external applicants must pass a post-offer, pre-employment drug test, which includes testing for the use of marijuana as per Federal Law.

Lawrence Livermore National Laboratory

Science and technology on a mission

Science & Healthcare
Industry
5001-10,000
Employees
1952
Founded Year

Mission & Purpose

Lawrence Livermore National Laboratory, located in the San Francisco Bay Area, is a premier applied science laboratory that is part of the National Nuclear Security Administration within the Department of Energy. LLNL's mission is strengthening national security by developing and applying cutting-edge science, technology, and engineering that respond with vision, quality, integrity, and technical excellence to scientific issues of national importance. The Laboratory's science and engineering are being applied to achieve breakthroughs for counterterrorism and nonproliferation, defense and intelligence, energy and environmental security. The world-class programs and capabilities at the Lawrence Livermore National Laboratory span one square mile, what many consider to be "the smartest square mile on Earth."​