Executive Assistant - Laser Systems Engineering & Operations Division

LLNL•Livermore, CA

17h•Onsite

About The Position

We have an opening for an Executive Assistant to provide advanced executive support to the Laser Systems Engineering and Operations (LSEO) Division Leader and division office leadership team within the Engineering Directorate. LSEO is a large and complex division of more than 700 employees with multiple sections, a broad leadership structure, and extensive internal and external coordination requirements. You will perform a full range of advanced, diverse, and complex executive assistant services in support of the Division Leader, using advanced knowledge of the business, operations, and organization of the area supported, as well as Laboratory organizations. You will independently manage competing priorities, coordinate complex and often confidential activities, and serve as a key point of contact for leadership coordination, communications, meetings, travel, and administrative operations. This position is in the Laser Systems Engineering and Operations (LSEO) Division, within the Engineering Directorate. This position requires full-time on-site presence due to the nature of the work.

Requirements

Ability to obtain and maintain a U.S. DOE Q-level security clearance which requires U.S. citizenship.
Advanced experience providing executive assistant support to senior management or executives, including coordinating and leading administrative projects.
Advanced knowledge of the business, operations, and organization of the area supported, and knowledge of related Laboratory organizations.
Advanced experience representing senior management to diverse internal and external contacts, communicating direction and coordinating actions on behalf of management.
Advanced experience demonstrating effective communication skills using judgment, tact, and diplomacy to communicate a wide range of urgent and sensitive topics.
Experience independently organizing and coordinating complex and often confidential calendars, meetings, travel, and administrative activities.
Experience preparing, editing, and finalizing a wide variety of documents, presentations, reports, and communications.
Experience managing sensitive and confidential information and records with discretion and in accordance with applicable requirements.
Advanced experience with Microsoft Office and other software tools used to prepare presentations, reports, and communications.
Demonstrated ability to work independently, handle unusual and delicate situations, and exercise sound judgment with minimal guidance.

Nice To Haves

Experience supporting senior leaders in a large, complex technical or operational organization.
Experience coordinating high-visibility meetings, visits, events, and travel involving multiple stakeholders.
Experience supporting leadership teams in a matrixed organization with competing priorities and frequent schedule changes.
Experience with budget tracking, awards and recognition coordination, and office operational support.
Experience providing lead coordination or mentorship within an administrative team.
Knowledge of LLNL administrative practices, systems, and organizational structure.

Responsibilities

Provide advanced executive assistant support to the LSEO Division Leader and division office leadership team.
Independently prioritize and manage the Division Leader’s complex and often confidential calendar, including scheduling, conflict resolution, and alignment of time with leadership priorities.
Serve as the executive point of contact for the Division Leader and communicate, clarify, coordinate, and disseminate information on behalf of the Division Leader.
Interface with senior-level internal and external personnel using discretion, tact, diplomacy, and sound judgment.
Organize and coordinate internal and external meetings, briefings, tours, worksite visits, and special events, including agendas, attendee coordination, logistics, and background materials.
Initiate, compile, coordinate, proof, format, edit, and finalize a variety of confidential and non-confidential documents, correspondence, memoranda, itineraries, agendas, reports, presentations, and formal communications. This also includes preparing presentation, meeting materials, minutes, and leadership support documents.
Track action items and ensure timely follow-through on leadership requests and administrative deliverables.
Arrange domestic and international travel, including authorizations, itineraries, lodging, transportation, and related requirements.
Conduct research, gather information, and coordinate internal and external input on a variety of business, operational, and administrative topics for division leadership.
Manage complex and often confidential files and records in accordance with Laboratory requirements and document handling guidance.
Provide lead administrative coordination within the division office, help establish team priorities, and share knowledge and guidance with other administrative staff. This includes providing input to improve administrative practices and procedures within the division office.
Support workforce actions, surveys, events, onboarding activities, recruitment-related coordination, and other special assignments as needed.
Administer division Employee Relations, Non-Reimbursable, and Recognition and Awards budgets, and coordinate related budget activities.
Perform other duties as assigned.