Executive Assistant - Deputy Chief of Staff to the Director

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

$104,910 - $130,236 Annually

Please note that the pay range information is a general guideline only. Many factors are taken into consideration when setting starting pay including education, experience, the external labor market, and internal equity.

Job Description

We're looking for an Executive Assistant to provide executive level administrative support to the Deputy Chief of Staff to the Director and the Director for Strategy and Planning as well as support to senior managers within the Office of the Director. You will serve as a point of contact both internally and externally and will interface with senior level personnel to gather, exchange, and disseminate information. You will have frequent interactions with LLNL senior management and prominent officials from DOE, DoD, NNSA, Congressional offices, military, industrial, and academic. Your responsibilities will encompass a full range of advanced, diverse, and complex executive assistant functions in a highly visible environment.This position is within the Director's Office.

This position offers a hybrid schedule, blending in-person and virtual presence. You will have the flexibility to work from home one or more days per week.

You will

• 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.

Qualifications

• 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.

Qualifications We Desire

• 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.

Additional Information

#LI-Hybrid

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 a Department of Energy (DOE) Q-level clearance.If you are selected, wewill initiate a Federal background investigation to determine if youmeet 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 U.S. 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.

Wireless and Medical Devices

Per the Department of Energy (DOE), Lawrence Livermore National Laboratory must meet certain restrictions with the useand/or possession ofmobile devices in Limited Areas. Depending on your job duties, you may be required to work in a Limited Area whereyou are not permitted to have a personal and/or laboratory mobile devicein your possession. This includes, but not limited to cell phones, tablets, fitness devices, wireless headphones, and other Bluetooth/wireless enabled devices.

Ifyou useamedical device, whichpairs with a mobile device,you must still follow the rules concerningthe mobile device in individual sections within Limited Areas. Sensitive Compartmented Information Facilities requireseparate 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.

CaliforniaPrivacy Notice

The California Consumer Privacy Act (CCPA) grants privacy rights to all California residents. The law also entitlesjob 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 .