Administrative Specialist - Active Security Clearance Required

LLNL•Livermore, CA

4d•Onsite

About The Position

We have an opening for an Administrative Specialist to support the Superblock Safety Office within the Compliance & Assurance section. Superblock is a high-hazard facility area that requires strong coordination, attention to detail, and reliable administrative support to help maintain safe and effective operations. This position will support the overall coordination of Safety Office activities, including scheduling, logistics, documentation, tracking, communications, and follow-up actions related to drills, safety activities, and operational support. The ideal candidate will be organized, professional, and comfortable working with multiple internal partners in a fast-paced environment where accuracy, responsiveness, and follow-through are essential. This position requires full-time on-site presence due to the nature of the work.

Requirements

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.
Experience providing administrative and operational support to safety, compliance, operations, or technical teams in a professional environment.
Experience coordinating meetings, managing logistics, and maintaining accurate document control and records.
Strong organizational skills with the ability to manage time effectively and follow tasks through to completion.
Ability to manage multiple priorities and deadlines while maintaining accuracy, professionalism, and attention to detail.
Demonstrated ability to take initiative and complete assignments with limited direction.
Proficiency in Microsoft Office applications, including Outlook, Word, Excel, Teams, and PowerPoint.
Strong written and verbal communication skills for interacting with diverse teams and preparing professional correspondence.
Ability to work independently and collaboratively across multiple teams to support shared goals and deadlines.

Nice To Haves

Experience supporting briefings, drills, and training activities, including coordination and preparation of materials.
Working knowledge of SharePoint and Adobe Acrobat DC for document management and PDF processing.

Responsibilities

Provide administrative, logistical, and operational support to the Drill Director in planning, coordinating, and executing drills, walkthroughs, briefings, tours, events, fact-finding meetings, post-drill lessons learned, and emergency response activities.
Coordinate with the Safety Office, Fire Department, Access Office, and other internal partners to support drill-related activities, participant communications, access needs, materials, schedules, and follow-up actions.
Maintain accurate and timely trackers, attendee rosters, exemption lists, observer lists, leave calendars, training records, action item logs, and other administrative tracking tools.
Coordinate complex calendars, meetings, briefings, tours, events, and logistics across multiple work groups, including room reservations, 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 Safety Office and drill-related activities.
Prepare, format, print, distribute, scan, archive, and manage documents, including Adobe DC support, document conversion, fillable PDF preparation, and related file management tasks.
Submit and track procurement requests, TID requests, visitor badging requests, and other administrative or logistical support actions.
Maintain inventory and readiness of assembly point materials, including conducting assembly point walkdowns, coordinating radio checks, distributing updated guidelines, and ensuring materials remain current and available.
Assist with the formatting, coordination, and distribution of safety-related signage, including notice signs, suspension signs, and other required safety communications.
Support Safety Office process improvement efforts, Teams site management, and safety documentation activities, including assigning and tracking actions, following up on due dates, and assisting Safety Officers with walkthrough and assessment documentation for submittal into the Issue Tracking System.
Perform other duties as assigned.