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Executive Protocol Officer

Mid-Senior Level | Full-time
Administrative | livermore, CA | 03/04/2021

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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 looking for individuals that demonstrate an understanding of working in partnership with team peers, who engage, advocate, and contribute to building an inclusive culture, and provide expertise to solve challenging problems.

Job Description

We have an opening for an Executive Protocol Officer in the Office of Laboratory Protocol and Special Events. This individual will act as the main point-of-contact for the visitor and LLNL technical host and will be responsible for the development of agendas and all logistics for high level visits, briefings, and special events for dignitaries of national and international stature. In addition to visit management, will provide support to special institutional events such as Family Days, Community Days, Special Recognition events, etc. Will independently plan and oversee all aspects of the planning and execution of the visit or event and will have frequent interactions with LLNL senior management and prominent officials from Congressional offices, Military, Industrial, Academic, Foreign, DOE, DoD, and the NNSA.  This position reports to the Manager, Office of Laboratory Protocol and Special Events

in this role you will:

  • Independently investigate, participate, plan and oversee all aspects of events and visits for dignitaries requiring frequent interaction with high-level Laboratory management, directorate leaders, and VIP visitors including officials and representatives from various government agencies academia and the private sector.
  • Serve as an institutional subject matter expert in high level protocol visits, workshops, conferences, and special institutional events. Serve as a key advisor for establishing goals and priorities for each visit. Develop and recommend agendas for visits, events, and meetings, coordinate discussion topics with appropriate senior leaders and programmatic offices.
  • Research and establish goals for the visit with the technical host and set priorities for the visit. Research and coordinate discussion topics and briefings with appropriate senior management and programmatic offices and develop visitor agendas and schedules.
  • Independently resolve unexpected and unique complications, deviations, or delays making adaptations, substitutions, and changes on a moment’s notice in highly visible environments.
  • Act as the primary point-of-contact and resource to the visitor regarding all logistics associated with their visit to the Laboratory, including briefings, discussion topics, agendas, access requirements, clearance, and badging requirements, prohibited items, and policies associated with cyber security and ES&H.
  •  Lead the implementation of business, operational and/or organizational activities. Serve as a resource providing guidance on the interpretation and application of business policies, procedures, and practices; review documentation for adherence to policies and ensure consistency.
  • Act as the primary point-of-contact for all Laboratory organizations involved in the visit and communicate and coordinate all aspects of visit requirements and required associated documentation. Act as a Laboratory resource providing guidance to colleagues on visitor management practices.
  • Actively participate in “day of” visit activities, escorting and leading informational tours for visitors, as necessary.
  • Independently clarify, coordinate, communicate, and disseminate information on behalf of the protocol office to the entire laboratory. Assess and respond to inquiries, prioritize actions, follow-up and ensure resolution on a wide variety of issues.
  • Perform other duties as assigned.

Qualifications

  • Ability to obtain and maintain a U.S. DOE Q-level security clearance which requires U.S. Citizenship.
  • Experience coordinating and leading multiple administrative projects and/or operational work activities including high level diplomatic protocol visits, conferences, off site meetings, events, and multi-faceted internal processes for a work unit and/or functional area.
  • Experience investigating, planning and overseeing visits, meetings, conferences, agendas, discussion topics, and briefings requiring complex arrangements with multiple activities and details, involving participants from the most senior levels of the Laboratory.
  • Experience interacting with all levels of personnel internal and external to the Laboratory exercising a high degree of discretion, mature judgment, and tact in handling issues of a sensitive nature and demonstrated effective communication skills necessary to effectively explain, present, direct, negotiate and influence others.
  • Innovative thinker with demonstrated advanced organization, problem solving, decision-making, and analytical skills necessary to independently analyze and recommend appropriate actions and implement solutions in real time situations.
  • Advanced knowledge and experience with computers and associated software including MS Office applications; experience creating and maintaining complex spread sheets and developing presentations. Excellent grammar, proofreading and editing skills with emphasis on attention to detail.
  • Ability to lead large-scale projects including planning activities, providing ongoing updates to senior management, and providing direction and feedback to team members with experience coordinating multiple, frequently shifting work activities, workflow and multi-faceted processes.
  • Leadership and team building skills with the ability to influence and build productive relationships with the aptitude to assume responsibility and make decisions with minimal guidance within a disciplinary team.
  • Effective interpersonal, verbal, and written communication skills with the ability to handle sensitive and confidential issues with tact, discretion, and mature judgment; ability to effectively deal with difficult situations and personnel.
  • Ability to work independently on highly involved projects with frequently changing variables and multiple factors that are not easily answered by standard procedures and ability to work a flexible schedule to accommodate protocol visits, briefings, and special meetings.
  • Familiarity with foreign cultures and protocols and the interface required between foreign nationals, foreign governments, and U.S./Laboratory operations and representatives.

Qualifications We Desire

  • Knowledge of LLNL and/or DOE policies, administrative policies and procedures, with particular emphasis on event and visit management.
  • Advanced computer skills, including proficiency with LLNL standard software packages (Visitor Tracking System, LEAP, Catering, etc.). Experience working with CVENT online event registration tool.
  • Broad institutional knowledge of the Laboratory and its programs and knowledge of organizational structures of LLNL’s key stakeholders (e.g., DOE, DoD, Congress, and sister Laboratories).

Additional Information

Why Lawrence Livermore National Laboratory?

  • Included in 2020 Best Places to Work by Glassdoor!
  • Work for a premier innovative national Laboratory
  • Comprehensive Benefits Package
  • Flexible schedules (*depending on project needs)
  • Collaborative, creative, inclusive, and fun team environment

Learn more about our company, selection process, position types and security clearances by visiting our Career site

Security Clearance

LLNL is a Department of Energy (DOE) and National Nuclear Security Administration (NNSA) Laboratory.  Most positions will require a DOE L or Q clearance (please reference Security Clearance requirement).  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. In addition, all L or Q cleared employees are subject to random drug testing.  An L or Q clearance requires U.S. citizenship.  If you hold multiple citizenships (U.S. and another country), you may be required to renounce your non-U.S. citizenship before a DOE L or Q clearance will be processed/granted.  For additional information please see DOE Order 472.2.

Equal Employment Opportunity

LLNL is an affirmative action and equal opportunity employer that values and hires a diverse workforce. 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.

If you need assistance and/or a reasonable accommodation during the application or the recruiting process, please submit a request via our online form

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 here.

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