Executive Business Operations Specialist

LLNL•Livermore, CA

3d•Hybrid

About The Position

Are you ready to be at the forefront of transformation, helping drive innovation and meaningful change? We are seeking a dynamic, resourceful, and forward-thinking Executive Business Operations Specialist to accelerate progress and support the Associate Principal Deputy Director (APPD), who chairs the pivotal Principal Deputies Committee (PDC) and Operations Community of Practice (OCOP) committee. This is your opportunity to make a tangible difference by streamlining processes, leveraging technology, and ensuring operational excellence in a fast-paced, high-impact environment. Depending on your assignment, this position may offer a hybrid schedule, blending in-person and virtual presence. You may have the flexibility to work from home one or more days per week. In this role you will: Serve as a trusted partner to the Associate Principal Deputy Director, supporting high-impact committees and initiatives that shape Laboratory strategy and operations. Follow through on key decisions, track action items, and ensure accountability across teams to keep initiatives moving forward. Proactively manage intricate schedules, prioritizing with foresight and agility to ensure leaders are always prepared for what’s next. Harness advanced Excel skills to analyze, track, and report on key data. Utilize MS Teams to drive project momentum, keep tasks on track, and foster seamless collaboration. Embrace new digital solutions and confidently leverage AI including writing advanced AI prompts to process documents, automate workflows, and streamline administrative processes. Draft, edit, and finalize sensitive correspondence, agendas, reports, and presentations with clarity, professionalism, and discretion. Plan and coordinate internal and external meetings, including agenda development, attendee coordination, and follow-up on action items. Manage sensitive documents and topics, maintaining confidentiality and ensuring strict compliance with security protocols. Move fast, act decisively, and maintain composure under pressure—ensuring nothing falls through the cracks. Build trust quickly, collaborate well across functions, and contribute to a positive, supportive team culture. Proactively solve problems before they arise, anticipate needs, and remove obstacles so the APDD can focus on high-leverage work. Additional job responsibilities, at the A01.3 level Lead small to medium-scale projects supporting directorate-wide operational goals, including planning, task management, and process improvement efforts. Conduct in-depth analysis of operational and performance data, synthesize findings, and present actionable recommendations to senior management. Create and implement performance metrics and self-assessment tools for executive operations, monitor results, and initiate corrective actions to drive continuous improvement. This position will be filled at either level based on knowledge and related experience as assessed by the hiring team. Additional job responsibilities (outlined above) will be assigned if hired at the higher level. 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

Active DOE Q-level clearance
Proven experience providing executive-level support to senior management, with a track record of representing leaders to diverse stakeholders.
Expertise in the Microsoft Suite, especially Excel, and proficiency with MS Teams for project/task tracking.
Demonstrated experience with AI tools, including writing advanced prompts and implementing AI solutions to optimize office processes.
Exceptional organizational skills with demonstrated ability to prioritize multiple complex tasks, work effectively under pressure, and meet tight deadlines.
Excellent written and verbal communication skills including editing, and document preparation.
Experience in strong judgment and discretion in handling sensitive information.
Experience providing analytical and problem-solving mindset with a demonstrated ability to anticipate needs, resolve issues, and recommend improvements.
Associate of Arts Degree (AA) in a related field or equivalent combination of education and related experience
Comprehensive experience utilizing advanced Excel and Power BI for business planning, budgeting, and performance tracking.
Demonstrated experience coordinating multi-faceted workflows and applying operational policies and process improvements in a complex business environment.
Proven ability to serve as an operational liaison to senior management, lead cross-functional projects, and develop non-standard solutions in a dynamic environment.

Responsibilities

Serve as a trusted partner to the Associate Principal Deputy Director, supporting high-impact committees and initiatives that shape Laboratory strategy and operations.
Follow through on key decisions, track action items, and ensure accountability across teams to keep initiatives moving forward.
Proactively manage intricate schedules, prioritizing with foresight and agility to ensure leaders are always prepared for what’s next.
Harness advanced Excel skills to analyze, track, and report on key data.
Utilize MS Teams to drive project momentum, keep tasks on track, and foster seamless collaboration.
Embrace new digital solutions and confidently leverage AI including writing advanced AI prompts to process documents, automate workflows, and streamline administrative processes.
Draft, edit, and finalize sensitive correspondence, agendas, reports, and presentations with clarity, professionalism, and discretion.
Plan and coordinate internal and external meetings, including agenda development, attendee coordination, and follow-up on action items.
Manage sensitive documents and topics, maintaining confidentiality and ensuring strict compliance with security protocols.
Move fast, act decisively, and maintain composure under pressure—ensuring nothing falls through the cracks.
Build trust quickly, collaborate well across functions, and contribute to a positive, supportive team culture.
Proactively solve problems before they arise, anticipate needs, and remove obstacles so the APDD can focus on high-leverage work.
Lead small to medium-scale projects supporting directorate-wide operational goals, including planning, task management, and process improvement efforts.
Conduct in-depth analysis of operational and performance data, synthesize findings, and present actionable recommendations to senior management.
Create and implement performance metrics and self-assessment tools for executive operations, monitor results, and initiate corrective actions to drive continuous improvement.