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Executive Assistant to the WCI Deputy Principal Associate Director - Active Clearance Required
Administrative | livermore, CA | 03/14/2023
Job Code: A03.2 Executive Assistant 2 / A03.3 Executive Assistant 3
Organization: Weapons and Complex Integ
Position Type: Career Indefinite
Security Clearance: Active DOE Q clearance (or active Top Secret clearance)
Drug Test: Required for external applicant(s) selected for this position (includes testing for use of marijuana)
Medical Exam: Not applicable
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 essential to innovation and creativity for continued success of the Laboratory’s mission.
Pay Range
$84,960 - $110,040 Annually for the A03.2 level
$101,880 - $131,976 Annually for the A03.3 level
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
The Weapons and Complex Integration (WCI) Directorate has an opening for an Executive Assistant to provide executive level administrative support to the Principal Deputy Principal Associate Director (PDPAD). You will perform a full range of advanced, diverse. and complex executive assistant services in a highly visible environment. You will serve as a point of contact, both internally and externally, often representing the Principal Deputy PAD, and will interface with senior-level internal personnel and external contacts, including dignitaries, to gather, exchange and disseminate information. This position is in the Weapons and Complex Integration (WCI) Directorate.
This position will be filled at either the A03.2 or A03.3 level depending on your qualifications. Additional job responsibilities (outlined below) will be assigned if you are selected at the higher level.
Essential Duties:
- Represent the Principal Deputy PAD; independently set priorities when committing the manager's time; organize and coordinate complex and often confidential calendars.
- Clarify, coordinate, communicate, and disseminate information on behalf of the Principal Deputy PAD and other senior managers; often independently assess and respond to inquiries. prioritize actions.
- Follow-up and ensure resolution on a wide variety of issues.
- 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.
- Conduct preliminary research, make requests for information, compile and coordinate internal and external information on a variety of business, operational and administrative topics.
- Plan and coordinate a variety of internal/external meetings; develop agendas and identify and contact meeting attendees; provide information for meetings or visits; commit funds for accommodations and meeting locations.
- Arrange complex domestic and international travel and independently adjust complex itineraries.
- Initiate and compose original and sensitive correspondence, memoranda, reports and agendas on behalf of the Principal Deputy PAD and other senior managers.
- Manage complex and often confidential files; determine retention/destruction status of documents using Laboratory guidelines.
- Provide backup support to the Sr. Managers in the PADO and serve as a member of the administrative team in PADO.
- Prepare senior manager with relevant materials (to include background and talking points) in advance of stakeholder engagements.
- Communicate with external contacts that carry high consequence of error.
- Develop and implement plans to promote culture, diversity, equity and inclusion.
- Perform other duties as assigned.
Additional requirements at the A03.3 Level:
- Independently clarify, coordinate, communicate, and disseminate information on behalf of the Principal Deputy PAD and other senior managers; independently assess and respond to inquiries, prioritize actions, follow-up and ensure resolution on a wide variety of issues.
- Conduct research and make requests for information, compile and coordinate internal and external information on a variety of business. operational and administrative topics.
- Supervise a team of Executive Assistants.
Qualifications
- This position requires an active Department of Energy (DOE) Q-level clearance or active Top-Secret clearance issued by another U.S. government agency at the time of hire.
- Advanced experience providing executive assistant support to senior management/executives; experience representing senior management/executives to diverse internal and external contacts.
- Advanced executive assistant skills and experience including fast. accurate keyboarding and excellent grammar, proofreading. and editing skills; expert level skills and experience with personal computers and associated software; including expertise in preparing presentations using PowerPoint or similar software and experience using Excel.
- Experience coordinating and leading administrative projects; demonstrated analytical. problem-solving and decision-making skills necessary to independently identify and recommend appropriate actions and solutions to administrative issues.
- Advanced knowledge of business, operations and organization of area supported; knowledge of and external organizations related to area supported.
- Advanced organizational skills 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 Principal Deputy PAD with all levels of management, both internal and external to the Laboratory.
- Knowledge of appropriate handling of sensitive and/or classified documents and protection; experience working effectively with sensitive issues and exercising judgment and discretion.
- Demonstrated leadership and commitment to diversity and fostering an inclusive and equitable organization.
Additional qualifications at the A03.3 Level:
- Broad experience and knowledge of business, operations, and organization of area supported; knowledge of external organizations related to area supported. Significant knowledge of Laboratory mission, business and operations.
- Significant experience working closely with and representing senior management/executives to diverse internal and external contacts, communicating senior manager's direction to various recipients.
- Ability to handle sensitive and confidential issues with tact and discretion, knowledge of appropriate handling of sensitive and classified documents.
- Advanced problem-solving and decision-making skills necessary to independently recommend appropriate actions and solutions.
- Supervisory experience with leadership and team building skills to effectively lead, and manage an Executive Assistant team.
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?
- 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 an active Department of Energy (DOE) Q-level clearance or active Top Secret clearance issued by another U.S. government agency at time of hire.
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.
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.
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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