Executive Assistant - Materials Science Division

LLNL•Livermore, CA

4d•Hybrid

About The Position

We have an opening for an Executive Assistant in the Physical and Life Sciences (PLS) Directorate directly supporting Division Leader (DL) in the Materials Science Division (MSD). In this role you will provide a full range of intermediate, diverse, and moderately difficult executive and general administrative services in a fast-paced environment. You will serve as a point-of-contact and trusted partner for the DL and interface with internal and external personnel of various levels to exchange, gather, and disseminate information. This position may offer a hybrid schedule, which includes the flexibility to work from home one or more days per week, after a probationary period. The specifics of the hybrid schedule, including the exact number of days required in the office and virtual work options may vary based on the needs of the team and the organization.

Requirements

This position requires 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 executive assistant support to senior management/executives, including coordinating and leading administrative projects; representing senior management/executives to diverse internal and external contacts, and communicating senior management/executive direction.
Executive assistant skills; knowledgeable of various software packages for preparing presentations and a variety of documents and reports.
Effective communication skills using judgment, tact, and diplomacy to communicate a wide range of topics of an urgent and sensitive nature.
Administrative and organizational skills, including accurate keyboarding, editing, grammar, and proofreading skills, detail orientation, and flexibility; ability to prioritize, anticipate, identify, and resolve problems, and work effectively in a fast-paced and rapidly changing environment with short deadlines and frequent interruptions.
Knowledge of business, operations and organization of area supported; knowledge of external organizations related to area supported.
Knowledge of appropriate handling of sensitive and/or classified documents and protection; experience working effectively with sensitive issues.

Nice To Haves

Knowledge and understanding of the Laboratory’s policies and procedures.

Responsibilities

Represent managers in daily interactions across the PLS Directorate and with various levels of LLNS employees across the Lab, following established policies, practices, and procedures.
Partner with administrative colleagues within MSD and PLS, providing backup support to their various programs and managers, as needed.
Independently set priorities when committing the managers’ time, anticipating their needs, and organizing and coordinating confidential calendars.
Clarify, coordinate, communicate, and disseminate information on behalf of MSD managers, as needed.
Initiate, compile, coordinate, proof, format, edit, and finalize a variety of documents and email messages, including correspondence, itineraries, reports, and presentations, for MSD managers, as requested.
As part of a team and under supervision, assist with the organization of a variety of internal/external meetings, including developing agendas and determining and contacting meeting attendees.
Make travel arrangements, including international travel.
Conduct preliminary research, make requests for information, compile and coordinate internal and external information on a variety of business, operational, and administrative topics.
Manage confidential files, using Laboratory guidelines to determine retention/destruction status of documents.
Perform other duties as assigned.