Administrative Specialist - Engineering Principal Associate Director's Office

LLNL•Livermore, CA

2d•Hybrid

About The Position

We have multiple openings for Administrative Specialists. You will be an essential part of our administrative team in the Engineering Principal Associate Director's Office (PADO). You will perform a full range of complex and difficult administrative assignments in a dynamic and fast-paced environment with frequent interruptions and conflicting priorities that require independent judgment, initiative, and follow-through. These positions will be in the Principal Associate Director’s Office, within the Engineering Directorate. These positions offer a hybrid schedule, blending in-person and virtual presence. You will have the flexibility to work from home one or more days per week.

Requirements

Ability to secure and maintain a U.S. DOE Q-level security clearance which requires U.S. citizenship.
Advanced administrative knowledge and experience including accurate editing, grammar, and proofreading skills; advanced knowledge of office procedures, techniques, and methods.
Advanced organizational skills, attention to detail, accuracy, and follow-through to completion.
Experience working under minimal supervision, in a multi-task environment with rapidly changing priorities, deadlines, and frequent interruptions.
Advanced communication and interpersonal skills necessary to interact effectively with a multi-facet workforce and represent the organization with all levels of management, internal and external to the Laboratory, using tact, diplomacy, and discretion.
Effective problem-solving and decision-making skills to anticipate, identify, and independently recommend appropriate actions and solutions to complex administrative problems.
Ability to be self-motivated and flexible, exercising a high degree of discretion and mature judgment in handling business-sensitive and/or classified information, as well as personnel interactions.
Advanced computer skills and experience with the Microsoft Office Suite and database and calendaring software, and the ability to learn new software quickly.
Ability to work independently and collaboratively across multiple teams to support shared goals and deadlines when coordinating complex meetings and events.

Nice To Haves

Familiarity with LLNL's policies and procedures.
Knowledge of LLNL business applications and processes such as LEAP, TIME, EAM, LTRAIN, ePay, and Cliqbook.
Ability and motivation to learn new tools and platforms (e.g., MS Forms, SharePoint), proactively seeking out resources and training as needed.

Responsibilities

Provide advanced administrative support to senior management team members within the Engineering Principal Associate Director's Office (PADO).
Serve as a member of the Engineering administrative team representing management in daily matters; take initiative to gather, clarify, and disseminate information and coordinate activities; respond on their behalf on administrative matters to all levels of management, both internal and external to the Laboratory.
Coordinate complex calendars, meetings, briefings, tours, events, and logistics across multiple work groups, including room reservations, hospitality, meeting materials, visitor access, and stakeholder communications.
Prepare and distribute agendas, memos, meeting notes, action item trackers, briefing materials, distribution lists, and other documents in support of Engineering senior leadership and a variety of PAD Office and S&T program initiatives.
Prepare, format, print, distribute, scan, archive, and manage documents, including Adobe DC support, document conversion, fillable PDF preparation, and related file management tasks.
Compile data from multiple sources for complex reports and presentations; establish and maintain complex databases, spreadsheets, and tracking/filing systems.
Generate correspondence on own initiative and compose correspondence for management signature that may be sensitive in nature.
Perform other duties as assigned.