Executive Administrative Assistant

Princeton Plasma Physics Laboratory•Princeton, NJ

1d•Onsite

About The Position

The Executive Administrative Assistant (EA) provides critical support to the Laboratory director, director office and selected members of the Executive Management Team (EMT). This role enables streamlined, efficient and well coordinated operations within the director’s office and across the EMT. The EA strategically manages executive priorities, calendars, correspondence, travel and workflows to ensure leaders remain focused on high impact and mission critical activities. The role requires sound judgement, discretion, and the ability to handle sensitive and confidential information with professionalism. Working in close partnership with the Chief of Staff, who manages the Director’s office, the EA takes direction from the Chief of Staff to support coordination, execution and continuity of operations at both the director’s office and across the EMT. A U.S. Department of Energy National Laboratory managed by Princeton University, the Princeton Plasma Physics Laboratory (PPPL) is tackling the world’s toughest science and technology challenges using plasma, the fourth state of matter. With more than 70 years of history, PPPL is a leader in the science and engineering behind the development of fusion energy, a potentially limitless energy source. PPPL is also using its expertise to advance research in the areas of microelectronics, quantum sensors and devices, and sustainability sciences. Whether it be through science, engineering, technology or professional services, every team member has an opportunity to contribute to our mission and vision. Come join us!

Requirements

Bachelor’s degree and five or more years of professional work history; eight or more total years of post-secondary professional work history in lieu of Bachelor’s degree considered.
7+ years executive administrative experience, C-level experience preferred (e.g. CEO, Laboratory Director, Chief Scientific Officer, or equivalent senior research leadership).
Must be highly proficient with Microsoft Office & Google Workspace and comfortable learning new technology.
Demonstrated ability to coordinate and facilitate the completion of large administrative projects in a timely manner, including meeting strict deadlines.
Excellent written and oral communication skills, including the ability to draft correspondences and other communications quickly with minimum direction.
Proven organizational and time management skills with ability to meet deadlines and function in a fast-paced and at times stressful environment.
Extensive knowledge of office administration, meeting facilitation, clerical procedures, and recordkeeping systems.
Demonstrated ability to exercise sound judgment and discretion in handling highly sensitive and confidential information.
Ability to interact effectively and professionally with internal and external stakeholders, including Princeton University senior leadership, government officials, and Department of Energy (DOE) representatives.
Familiarity working with organizational budgets.
This position requires a consistent on-site presence to effectively support Executive Leadership.
Ability to act independently and efficiently on last minute projects.
Acts with a sense of urgency and understands need for responsiveness.
Keen attention to detail with ability to track and manage multiple projects at one time.
Proactive, service-oriented, and able to work without supervision.
Ease in getting along with team members at all levels.
Consistency and a high degree of quality in work.
Excellent judgment, discretion, and diplomacy.
Ability to learn concepts and processes quickly.
Proficiency with both Google Suite and Microsoft Office (Excel, Word and PowerPoint) / general computer literacy.

Responsibilities

Anticipate and fulfill the Executives daily operational needs through personalized support, strategic calendaring, and effective task prioritization and boundary setting.
Lead the meticulous planning and execution of executives meetings, including the creation of agendas, and coordination of pre-meeting logistics.
Ensure seamless post-meeting processes for the Executives by managing follow-up items, synthesizing key takeaways and facilitating the timely execution of actions as directed by the chief of staff.
Effectively manage a range of short-term executive requests, which may be complicated or sensitive in nature.
Assume ownership of selected specialized projects: such as procurement and oracle ordering, travel coordination, event logistics, VIP visits, training coordination and other administrative processes.
Develop executive-level correspondence and other documents, showcasing strong written and verbal communication skills.
Respond independently to inquiries and information requests from both internal and external sources.
Track critical projects within the director’s office and lead projects, as needed, to strengthen the directorate operations, communications, training and continuous improvement, etc.
Organize and set priorities among a variety of complex tasks, including a high volume of regularly occurring work and a constantly changing array of special projects and scheduling requirements.
Organize and coordinate high-profile visits, events, and meetings, demonstrating meticulous attention to detail.
Manage travel planning, expense reporting, office supply purchasing, and file management in line with relevant procedures and requirements.
Proactively partner with other Executive Assistants on the Lab's Executive Management Team (EMT) to ensure collaboration and business continuity across Directorates as well as effective use of the EMT’s time.
Provide functional leadership to the administrative community, setting standards for how administrative assistants partner, collaborate, and deliver work across the Lab. Proactively identify opportunities for process improvement, standardization, and operational efficiencies, driving consistent, high-quality administrative support and continuous improvement in how administrative services are delivered.
Other duties may be assigned depending on the needs of the director’s office.