Executive Assistant to the CRO Office

Fermi National Accelerator Laboratory•Batavia, IL

11d•$41 - $51•Onsite

About The Position

Supporting a leader within the Directorate or a Center Director under limited supervision, the Executive Assistant to the CRO Office performs a variety of executive-level administrative duties that require a high degree of independent decision-making and problem resolution. The combination of specific duties varies depending on the needs of the assignment. What your day-to-day as the Executive Assistant to the CRO Office at Fermilab will look like: Proactively manages the leader’s complex schedule by deciding which meetings to accept or reschedule based on urgency and importance. Independently sets priorities when committing the leader’s time, takes initiative to monitor schedules ahead of time, and maintains awareness of real time activities. Communicates on behalf of the leader with various levels of management by accurately delivering and receiving messages. Collects and prepares information for use in meetings; attends planning meetings to document meeting minutes and track action items. Handles confidential information with the highest level of discretion, ensuring that access is restricted to authorized individuals. Ensures high-profile special projects or committees achieve the objectives outlined by the leader, as assigned. Supports the leader with special assignments and ad-hoc requests, such as proposing and implementing cost-saving measures. Coordinates foreign and domestic travel plans for the leader. Performs other duties as assigned by supervisor. Abides by and is responsible for performing all duties in accordance with all environmental, health and safety regulations and practices pertinent to this position.

Requirements

Ability to effectively navigate internal Lab structures (e.g., knowledge of who to approach for approvals, information, etc.)
Expert knowledge of administrative operational procedures.
Ability to manage cross-functional communication and collaboration.
Ability to use independent judgment and effectively prioritize tasks.
Proficiency in Microsoft Office Suite.

Responsibilities

Proactively manages the leader’s complex schedule by deciding which meetings to accept or reschedule based on urgency and importance.
Independently sets priorities when committing the leader’s time, takes initiative to monitor schedules ahead of time, and maintains awareness of real time activities.
Communicates on behalf of the leader with various levels of management by accurately delivering and receiving messages.
Collects and prepares information for use in meetings; attends planning meetings to document meeting minutes and track action items.
Handles confidential information with the highest level of discretion, ensuring that access is restricted to authorized individuals.
Ensures high-profile special projects or committees achieve the objectives outlined by the leader, as assigned.
Supports the leader with special assignments and ad-hoc requests, such as proposing and implementing cost-saving measures.
Coordinates foreign and domestic travel plans for the leader.
Performs other duties as assigned by supervisor.
Abides by and is responsible for performing all duties in accordance with all environmental, health and safety regulations and practices pertinent to this position.