Office Manager/Executive Assistant - Innovation & Partnerships Office

LLNL•Livermore, CA

3d•Hybrid

About The Position

We're looking for an Office Manager/Executive Assistant to provide a broad range of administrative, executive support, and business operation services for Innovation & Partnerships Office (IPO) leadership and staff. Under limited direction, you will perform diverse and complex assignments requiring initiative, independent judgment, discretion, and follow-through in a fast-paced environment with frequent interruptions and competing priorities. You will serve as a key point of contact for the office and coordinate activities involving internal and external stakeholders in support of partnership, agreement, and intellectual property functions. 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. This position will be filled at either level based on knowledge and related experience as assessed by the hiring team. Additional job responsibilities (outlined below) will be assigned if hired at the higher level.

Requirements

Ability to secure and maintain a U.S. DOE Q-level security clearance which requires U.S. citizenship.
Experience coordinating work activities and multi-faceted internal processes in a business, operational, scientific, or technical environment involving internal and external stakeholders.
Experience supporting and representing a manager.
Experience representing an office or organization to diverse internal and external contacts.
Experience managing calendars, meetings, travel, and office logistics while balancing multiple priorities.
Experience preparing, editing, and finalizing business correspondence, reports, presentations, or related documentation.
Demonstrated organizational skills, attention to detail, flexibility, and ability to independently follow through on assignments.
Demonstrated effective verbal, written, and interpersonal communication skills.
Demonstrated judgment, tact, discretion, and ability to handle sensitive matters appropriately.
Demonstrated problem-solving skills and ability to anticipate, identify, and resolve administrative issues.
Advanced proficiency with Microsoft Office applications and experience using collaboration tools such as Microsoft Teams, Webex, OneDrive, and SharePoint.
Advanced experience providing administrative and executive support in a business, operational, scientific, or technical environment.
Advanced experience coordinating multiple work activities and multi-faceted administrative processes with minimal direction.
Advanced experience supporting managers or office leadership with complex calendars, high-visibility meetings, travel, and sensitive or time-critical matters.
Experience leading administrative projects, process improvements, or special office initiatives.
Demonstrated ability to research, interpret, and apply organizational policies and procedures to administrative activities.
Expert proficiency with Microsoft Office applications and strong working knowledge of collaboration and business systems used to support office operations.

Nice To Haves

Familiarity with LLNL policies, procedures, administrative practices, and business systems.
Knowledge of LLNL business applications and processes such as LEAP, TIME, EAM, LTRAIN, ePay, and Concur.
Experience supporting an organization involved in external partnerships, agreements, technology transfer, intellectual property, or related business activities.
Experience coordinating visits, events, or meetings involving outside organizations or senior stakeholders.
Associate degree in a related field.

Responsibilities

Coordinate office business and administrative processes, interpret and apply established procedures, and identify and resolve routine to moderately complex administrative issues.
Manage and coordinate complex calendars and commitments for the IPO Director, independently determining priorities, resolving scheduling conflicts, and ensuring alignment with office and organizational needs.
Serve as a primary administrative point of contact for the office, assessing and responding to inquiries, determining appropriate actions, gathering and disseminating information, and ensuring timely follow-up and resolution of administrative matters.
Identify opportunities to improve administrative processes, tools, and workflows to enhance office efficiency and effectiveness.
Initiate, format, proofread, edit, and finalize a variety of documents and communications, including correspondence, memoranda, itineraries, agendas, reports, presentations, forms, and other business materials that may be sensitive or time-critical.
Coordinate domestic and international travel arrangements and itineraries; prepare and process related expense, reimbursement, payment, membership, and clearance transfer requests.
Organize and execute internal meetings, external visits, workshops, and special events, including scheduling, attendee coordination, agenda preparation, room arrangements, badging, tours, hospitality, information distribution, and day-of logistics.
Track, prioritize, and coordinate a variety of office actions and requests, ensuring accuracy, timeliness, and compliance with applicable policies and procedures.
Review and maintain office records, files, and shared administrative resources to ensure consistency and compliance with Laboratory requirements and established business practices.
Provide backup coverage and cross-team support to other Deputy Director for Science and Technology (DDST) administrative personnel as needed.
Perform other duties as assigned.
Independently perform a full range of advanced and complex executive support assignments with minimal direction.
Coordinate high-visibility meetings, visits, and events involving senior leaders, external partners, and multi-organization participants.
Anticipate administrative needs, identifying issues in advance, and independently recommend and implement solutions.
Lead administrative projects, office process improvements, or special assignments.
Serve as a resource or mentor to other administrative staff.