Executive Assistant to the Director

Fermilab•Batavia, IL

5d•$41 - $51•Onsite

About The Position

Under limited supervision, this position reports to and supports a leader within the Directorate or a Center Director by performing 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. This position is not eligible for sponsorship or relocation.

Requirements

Associate’s degree
8+ years of administrative experience.
Experience working with the DOE (Department of Energy) and/or a National Laboratory strongly preferred.
Equivalent experience considered in lieu of degree.
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 manage the leader’s complex schedule by deciding which meetings to accept or reschedule based on urgency and importance.
Independently set priorities when committing the leader’s time, taking initiative to monitor schedules ahead of time, and maintaining awareness of real time activities.
Communicate on behalf of the leader with various levels of management by accurately delivering and receiving messages.
Collect and prepare information for use in meetings; attends planning meetings to document meeting minutes and track action items.
Handle confidential information with the highest level of discretion, ensuring that access is restricted to authorized individuals.
Ensure high-profile special projects or committees achieve the objectives outlined by the leader, as assigned.
Support the leader with special assignments and ad-hoc requests, such as proposing and implementing cost-saving measures.
Coordinate foreign and domestic travel plans for the leader.
Perform other duties as assigned by supervisor.
Abide by and is responsible for performing all duties in accordance with all environmental, health and safety regulations and practices pertinent to this position.