Executive Protocol Officer
Administrative | livermore, CA | 05/17/2023
Job Code: A01.3 Business Operations Spec 3
Organization: Office of the Director
Position Type: Career Indefinite
Security Clearance: Anticipated DOE Q clearance (requires U.S. citizenship and a federal background investigation)
Drug Test: Required for external applicant(s) selected for this position (includes testing for use of marijuana)
Medical Exam: A job-related pre-placement medical examination may be required
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.
$101,880.00 - $126,504.00 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.
We have an opening for an Executive Protocol Officer in the Office of Laboratory Protocol and Special Events. You 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, you will provide support to special institutional events such as Family Days, Community Days, Special Recognition events, etc. You 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 point of contact in high level protocol visits, workshops, conferences, and special institutional events. Serve as an 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 to 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 visit activities, escorting and leading informational tours for visitors.
- 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.
- Ability to obtain and maintain a U.S. DOE Q-level security clearance which requires U.S. Citizenship.
- Associate Degree in business or a related field or equivalent combination of significant experience and education.
- Significant 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.
- Significant 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 organizations.
- Experience interacting with all levels of personnel, both internal and external to organizations, exercising a high degree of discretion, mature judgment, and tact in handling difficult situations and issues of a sensitive nature.
- Ability to be an innovative thinker with 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. Advanced 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 necessary to effectively explain, present, direct, negotiate and influence others.
- 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. 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.
- Knowledge of 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).
All your information will be kept confidential according to EEO guidelines.
This is a Career Indefinite position, open to Lab employees and external candidates.
Why Lawrence Livermore National Laboratory?
- Flexible Benefits Package
- 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
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 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.
Pre-Placement Medical Exam
A job related pre-placement medical examination may be required.
Beware of Fraudulent Job Postings. LLNL’s hiring practices:
- Never requires job applicants to pay an application/training fee or submit personal documents like bank account details, passport number, Social Security number, tax forms or credit card information as part of the application process.
- For interviews and to be granted access to a Federal facility, a LLNL employee will contact you directly to collect visa, passport number, and/or Social Security number. To vet the authenticity of the employee please have them provide you their name and phone number and verify at people.llnl.gov.
- Involves at least one interview (virtual or in-person) and never interviews job applicants through chat platforms such as Google Hangouts, or via correspondence through text and instant messaging systems.
- Only sends email communications to job applicants from domain “@llnl.gov” or via their applicant tracking system, [email protected]. Occasionally LLNL uses third-party vendors that will contact you about job opportunities. If a recruiter contacts you to apply, you will always be directed to our career page to apply through our career site.
- Encourages all applicants to visit LLNL’s careers page at www.llnl.gov/join-our-team/careers if they saw the job posting on another site prior to applying to ensure the job posting is accurate and valid.
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.
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.