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Materials Engineering Division Executive Assistant
Administrative | livermore, CA | 04/12/2024
Job Code: A03.1 Executive Assistant 1
Organization: Engineering
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: 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 important for continued success of the Laboratory’s mission.
Pay Range
$76,080 - $94,440 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 have an opening for an Executive Assistant to support the Materials Engineering Division (MED) Leader, Deputy Division Leaders, and supporting staff. You will work independently to plan, execute and/or provide oversight to a variety of operational and administrative requirements and activities. You will provide support to MED senior leadership on daily administrative matters and participate as a team member in the development, implementation, and monitoring of all aspects of MED operations. You will serve as the central administrative point-of-contact and represent the MED Division Leader and staff in a fast-paced environment, interacting with all levels of internal personnel and external sponsors. This position is in the Materials Engineering Division (MED) within the Engineering Principal Associate Division Directorate.
In this role you will
- Represent the MED Division Leader, Deputy Division Leaders, and senior division management by independently setting priorities when committing to the Division Leader's time; organize and coordinate calendars and files; initiate and compose original and sensitive correspondence, memoranda, reports, presentations, and agendas on behalf of MED Division Leader; proofread technical presentations for completeness and accuracy.
- Serve as the primary administrative point-of-contact for the MED Division Leader; interface with senior-level internal/external personnel to exchange, gather, and disseminate information.
- Provide oversight to a variety of operational and administrative requirements and activities.
- Independently establish and maintain databases, spreadsheets, and tracking systems to ensure action items are completed by the required due date and follow up on pending items.
- Assist MED Division Leader, Deputy Division Leaders, and senior division management with coordination of internal/external meetings and monthly technical seminars (including hybrid) to include visitors; develop agendas, identify and contact meeting attendees, coordinate hospitality, and process clearance transfers.
- Provide input to administrative practices and procedures to increase efficiency. Serve as a resource in interpreting institutional policies, procedures, and practices.
- Coordinate local, domestic, and complex, extensive international travel while incorporating and rescheduling as priorities change.
- Perform other duties as assigned.
Qualifications
- Ability to secure and maintain a U.S. DOE Q-level security clearance which requires U.S. citizenship.
- Experience providing executive level support to senior management/executives, including executive assistant skills, knowledgeable with computer software, and Microsoft Office applications.
- High-level administrative competence, organizational skills, and the ability to multi-task with precision and accuracy to quickly pivot and meet ever-changing priorities.
- Experience in interpreting research findings and formulating recommendations while tracking, compiling, and monitoring data.
- Effective interpersonal, verbal, and written communication skills with all levels of personnel using mature judgment, tact, and discretion when managing issues of sensitive nature.
- Effective analytical skills with the ability to anticipate, identify, and resolve issues effectively through creative thinking.
- Experience arranging domestic and foreign travel.
Qualifications We Desire
- Experience with the following LLNL systems: TIME, LEAP, LAPIS, LHIRE, LTRAIN, Cliqbook, ePay, eCaps, and Entrust.
- Experience using Outlook, Confluence, MS Teams, and Webex.
- Experience working in a classified environment.
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?
- 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, 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.
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.
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.
