Physical and Life Sciences Principal Associate Director's Executive Assistant - Active Security Clearance Required

LLNL•Livermore, CA

4h•$94,560 - $138,888•Hybrid

About The Position

We have an opening for an Executive Assistant. You will perform a full range of advanced, complex, diverse, and sensitive administrative duties in support of the Principal Associate Director (PAD) and supporting staff, including managing complex calendars, coordinating high-level meetings and communications, overseeing the PAD signature process, arranging extensive travel, and driving operational efficiency through AI tools and emerging technologies. You will serve as the central point-of-contact for the PAD Office and senior leaders, interfacing with senior-level internal and external personnel, including government officials, to exchange, gather, and disseminate information. This position is in the Physical and Life Sciences (PLS) Principal Associate Director's Office. This position offers a hybrid schedule, blending in-person and virtual presence. You will have the flexibility to work from home one day per week. This position will be filled at either level based on knowledge and related experience as assessed by the responsibilities (outlined below) will be assigned if hired at the higher level.

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 support to senior management, including coordinating and leading administrative projects.
Advanced executive assistant skills and experience including fast, accurate keyboarding and excellent grammar, proofreading, and editing skills; advanced experience using personal computers and associated software;
Experience effectively utilizing judgment and discretion when handling sensitive issues.
Demonstrated problem-solving and decision-making skills necessary to independently recommend appropriate actions and solutions.
Demonstrated organizational skills, attention to detail, accuracy, flexibility, ability to prioritize multiple and complex tasks, and ability to work under time constraints to meet short deadlines with frequent interruptions.
Advanced communication and interpersonal skills to effectively interact and represent the PAD and Directorate Office with all levels of management, both internal and external to the Laboratory.
Broad experience providing support to senior management, including coordinating and leading administrative projects. Ability to prioritize and resolve complex or sensitive matters with minimal direction.
Demonstrated expertise in preparing presentations using PowerPoint or similar software; experience using Excel.
Advanced organizational skills, attention to detail, accuracy, flexibility, ability to prioritize multiple and complex tasks, and ability to work under time constraints to meet short deadlines with frequent interruptions.
Broad experience identifying, evaluating, and implementing technology solutions to improve business processes and administrative efficiency; demonstrated ability to leverage AI tools and emerging technologies to enhance productivity.

Nice To Haves

Experience with the following LLNL systems: TIME, LEAP, LAPIS, LTRAIN, Cliqbook, ePay, eCaps, and FTS.
Experience using Outlook, SharePoint, MS Teams, and Webex.
Experience working in a classified environment.
Broad knowledge of Laboratory mission, business, and operations.

Responsibilities

Represent the Principal Associate Director (PAD) in daily administrative matters, clarifying, coordinating, communicating, and disseminating information on behalf of the PAD, and serve as a central administrative point-of-contact for the Directorate; interact with all levels, both internal and external personnel, to achieve Directorate goals.
Organize, prioritize, and coordinate the PAD’s complex calendar with authority to commit time; coordinate scheduling of intricate meetings both on-site and off-site.
Research, analyze, prepare, and assemble information and data from multiple sources; coordinate findings and other information with senior-level staff, both internal and external to the Laboratory.
Review documents submitted for PAD signature for completeness and accuracy, as well as compose correspondence for management and own signature including sensitive personnel information, reports, agendas, and memoranda.
Arrange/coordinate foreign and domestic travel for the PAD and staff, which may include special and extensive requirements.
Review and answer mail and inquiries on own initiative and determine if executive action is required. Refer matters to appropriate parties for action and follow up to ensure proper and timely disposition; screen calls and visitors, respond to questions, resolve administrative issues, and assist and back up other administrative personnel in the PAD office.
Serve as backup to the Events Administrator by partnering to support the planning and execution of administrative arrangements for high-level meetings and special events, providing assistance as needed to ensure continuity and successful completion of activities.
Provide input to administrative practices and procedures to increase effectiveness.
Perform other duties as assigned.
Originate and implement innovative administrative practices and procedures to increase effectiveness, including proactively identifying and deploying AI tools and emerging technologies to streamline workflows and business processes within the Directorate.
Provide oversight of PAD signature process as well as compose correspondence for management and own signature including sensitive personnel information, reports, agendas, and memoranda.
Serve as project leader and mentor administrative staff.