Outreach & Events Coordinator

LLNL•Livermore, CA

3d•$94,560 - $138,888•Hybrid

About The Position

We're looking for an Events & Outreach Coordinator to work in a dynamic and fast-paced environment within the Academic Engagement Office (AEO). You will be responsible for planning and executing engagement events, outreach activities, visits, and meetings. You will coordinate multiple assignments, track actions and deliverables, respond to inquiries, and work with internal and external stakeholders to support timely execution of activities. You will frequently interact with senior managers within the Office of the Deputy Director for Science and Technology (DDST), academia, and other key stakeholders. This role requires the ability to manage multiple active projects simultaneously, exercise sound judgment in prioritizing work, and communicate project status clearly and effectively to stakeholders. You will report to the DDST Administrator. This position offers a hybrid schedule, blending in-person and virtual presence. You will have the flexibility to work from home one or more days per week, based on business needs. 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

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 administrative, operational, or project coordination support for areas such as outreach, events, meetings, and visits.
Experience leading and coordinating workflows, action items, requests, and deliverables in a dynamic environment.
Experience supporting communications materials and distribution process.
Experience coordinating meetings, seminars, events, or visit logistics, including scheduling, facility preparation, presentation materials, audiovisual support, and follow-up.
Demonstrated ability to independently prioritize and manage multiple complex and frequently shifting assignments, assess and resolve issues, exercise sound judgment, and implement effective solutions.
Advanced computer skills in Microsoft Office applications, including preparation of spreadsheets, reports, presentations, correspondence.
Excellent interpersonal, verbal, and written communication skills, with strong customer service skills and the ability to work effectively with a wide range of stakeholders.
Ability to lift and carry 20 pounds which includes event supplies and materials; push and pull carts of supplies, catering, and the like.

Nice To Haves

Associate’s degree in a business-related field, or equivalent combination of significant experience and education in a related area.
Experience coordinating high-visibility events, employee engagement activities, outreach programs, visits, workshops, conferences, or special events.
Experience leading and coordinating complex projects and events with multiple stakeholders, including developing schedules and workflows, tracking deliverables, managing competing priorities, and ensuring timely communication of project status, budget, risks, and next steps to management and partners.
Experience measuring project or operational results, gathering and incorporating stakeholder feedback, and using lessons learned to improve planning, deliverables, and overall effectiveness.
Significant experience working closely with and representing senior management or executives to diverse internal and external contacts, and communicating management direction clearly, diplomatically, and effectively.
Broad institutional knowledge of the Laboratory, its programs, and organizational structure.
Experience working with the LLNL Protocol Office and other high-visibility institutional partners.
Proficiency with LLNL standard software and systems used to support visits, meetings, and events, such as the Visitor Tracking System (VTS), Livermore Electronic Access Portal (LEAP), catering, Foreign Travel System (FTS), Cvent, WebEx, Zoom, and Teams.

Responsibilities

Lead administrative, operational, and project coordination for events, outreach activities, visits, meetings, and related AEO initiatives, including tracking requests, action items, schedules, logistics, and follow-up.
Lead the coordination and execution of the Institutional Postdoc Poster Symposium and Research SLAM, including all aspects of the participant and visitor experience from invite through day-of event activities.
Coordinate university visits, postdoc engagement activities, and high-visibility internal institutional events, including logistics, schedules, materials, badging, audiovisual readiness, and follow-up.
Coordinate the Lawrence Fellowship annual process and lifecycle.
Support preparation and distribution of communications products, including email announcements, flyers, signage, event promotions, and related materials.
Independently coordinate information, respond to inquiries, and prepare schedules, reports, correspondence, planning materials, and related documentation.
Support development of draft agendas, planning materials, and coordination timelines for visits, meetings, events, and reviews; work with senior management and stakeholders to gather input and ensure materials are complete and timely.
Perform other duties as assigned.
Coordinate complex administrative and operational activities in support of events, outreach efforts, and visits, including development of schedules, tracking tools, planning materials, and status updates for management.
Research, coordinate, and help resolve complex administrative, event, visit, and outreach issues; serve as a primary point of contact to ensure actions are tracked and appropriately handled.
Provide input on budgets and resource planning related to events, meetings, visits, outreach activities, and associated support needs.