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Executive Assistant to the Laboratory Principal Deputy Director and Associate Principal Deputy Director

Mid-Senior Level | Full-time
Administrative | livermore, CA | 06/04/2024

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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 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

$125,850 - $156,252 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 the Laboratory Principal Deputy Director and Associate Principal Deputy Director within the Office of the Director who will provide a full range of advanced, diverse, and complex executive assistant services in a visible and fast-paced environment. You will serve as a direct point-of-contact and trusted confidante to the Principal Deputy Director and Associate Principal Deputy Director and will interface with a wide variety of internal and external personnel and stakeholders, including senior executives.

You will

  • Represent the Principal Deputy Director and Associate Principal Deputy Director and serve as their administrative point of contact in daily interactions to senior management and executives across the laboratory; and parent companies, the Department of Energy (DOE), National Nuclear Security Administration (NNSA), Department of Defense and other Federal agencies; other national laboratories and scientific organizations; academia; political leadership at all levels including Federal, State, and local; industry partners; and international colleagues amongst others.
  • Independently set priorities when committing the Principal Deputy Director and Associate Principal Deputy Director’s time and anticipating their needs; organize, coordinate, and manage highly complex and confidential calendars. 
  • Support the Principal Deputy Director and Associate Principal Deputy Director in all aspects of their challenging schedules and responsibilities to ensure their success in various situations by keeping them thoroughly prepared with background materials, talking papers, research data, and other types of information, and by exhibiting and exercising steadfast integrity, ethical conduct, decorum, proficiency, professionalism, and confidentiality.
  • Utilize expert level Executive Assistant skills to initiate, clarify, compile, coordinate, proof, format, edit, and finalize communications, carry out assignments, and take action in areas of responsibility, as well as to disseminate information on behalf of the Principal Deputy Director and Associate Principal Deputy Director.
  • Use broad knowledge of programmatic and operational areas of the Laboratory when assessing and responding to inquiries, prioritizing actions, following up, and ensuring resolution on a wide variety of issues.
  • Conduct and contribute preliminary research used in strategic decision making; oversee requests for information; compile and coordinate institutional information; provide guidance on a variety of business, operational, and administrative matters; and at times represent the Laboratory.
  • Plan and manage a variety of complex internal and external meetings, including institutional and technical reviews with senior management; develop agendas, identify, and coordinate meeting attendees and presentation materials; take and distribute meeting summary notes.
  • Arrange complex domestic and international travel and make complex itinerary adjustments as required.
  • Initiate and compose original, sensitive, confidential, and/or high impact correspondence, memoranda, reports, and agendas on behalf of the Principal Deputy Director and Associate Principal Deputy Director’s senior staff; assess, prioritize, log, and manage complex and often confidential documents, including incoming and outgoing correspondence, as well as all incoming mail for the Principal Deputy Director and Associate Principal Deputy Director.
  • Recognize, create, and implement plans to promote and foster a culture of inclusion, diversity, equity, and accountability.
  • May oversee and/or supervise the work of other Executive Assistants, provide mentoring, and convene meetings.
  • Perform other duties as assigned.

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 time of hire.
  • Bachelor’s degree in a related field or equivalent combination of extensive experience and education in a related business, operational and/or organizational area.
  • Extensive experience providing executive assistant support to senior management/executives; representing senior management/executives to diverse internal and external stakeholders, while using broad and extensive specialized knowledge of industry practices supporting C-level executives.
  • Broad and in-depth knowledge of Laboratory business, operations, and program/discipline organizations; demonstrated knowledge of external organizations at the local, State and National levels.
  • Highly advanced executive assistant skills and experience including creation of initial documents, excellent grammar, proofreading, and editing skills; expert level skills and experience with modern office tools and software, including expertise in preparing presentations using PowerPoint or similar software and experience using Excel.
  • Experience with strategic deliverables and actions that typically have institutional impact.
  • Extensive experience and advanced communication skills to effectively interact and represent the office and Principal Deputy Director/Associate Principal Deputy Director with all levels of management, both internal and external to the Laboratory.
  • Excellent time and project management and advanced organizational and analytical skills with demonstrated ability to ensure accuracy (particularly when under pressure), prioritize, anticipate, identify, and resolve multiple and complex tasks and problems, and work effectively in a fast-paced and rapidly changing environment with short deadlines and frequent interruptions, using a high degree of mature judgment, discretion, and tact.
  • Experience leading business, operational and organizational activities, participating in a variety of organizational projects and researching, interpreting, and applying a wide variety of policies, procedures, and guidelines.
  • Extensive knowledge of appropriate handling of sensitive and/or classified documents and protection; experience working effectively with sensitive issues and exercising judgment and discretion.
  • Experience implementing plans that promote and value inclusion, diversity, equity, and accountability principles in the workplace.

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?

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.

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.

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