Senior Administrator (Deputy Lab Director for Research)

Berkeley Lab•Berkeley, CA

5d•Hybrid

About The Position

Lawrence Berkeley National Laboratory (LBNL) is hiring a Senior Administrator to support the Deputy Lab Director for Research (DLDR) within the Laboratory Directorate. In this exciting, fast-paced role, you will provide specialized, executive-level administrative support to the Deputy Lab Director for Research (DLDR), the DLDR’s Chief of Staff (CoS), and occasionally the Lab Director. You will manage complex administrative operations including managing the DLDR’s calendar, correspondence, documentation, and records. You will coordinate and prepare meeting materials, review and triage incoming communications, and collaborate closely with Directorate Office staff to support operational priorities and high level visits. This position requires the utmost discretion in handling sensitive information. It may include supervision of other administrative staff. The Directorate Office is the “face” of our organization, welcoming staff and visitors to Berkeley Lab. You will be an integral part of the Directorate team, who are part administrators, part leadership support, and part cultural ambassadors. This position provides a high level of administrative support services to members of the Laboratory's Leadership team. It is a high impact role in a mission-driven organization that has been providing scientific solutions to global challenges for over 90 years, and has earned 17 Nobel Prizes to date.

Requirements

A Bachelor’s Degree (or equivalent knowledge/training) in Business, Communications, or related field and a minimum of 8 years of progressively responsible experience supporting high level executives in a professional, academic, or research environment, or an equivalent combination of education and experience.
Extensive experience delivering high-level administrative support, encompassing email correspondence, complex calendar management, scheduling, meeting planning, document management, travel coordination, expense reports, project coordination, data management, report generation, and navigating complex computerized systems in a fast-paced environment.
Experience providing executive level support using cloud-based platforms and applications, including Google Workspace, Microsoft Office Suite, and Zoom video conferencing, in a Mac and PC environment.
Demonstrated experience interpreting applicable institutional policies and procedures, including procurement, equipment inventory, travel, space management, contracts and grants, and intra-university transactions (IUTs) in administrative areas of responsibility.
Exceptional organizational skills.
An ability to remain composed under pressure, respond effectively in crisis situations, manage unexpected challenges and competing priorities, meet deadlines, take initiative, and adapt quickly to changing work priorities.
Proven interpersonal skills, including experience in which one has had to maintain a high level of professionalism, diplomacy, discretion, and confidentiality while interfacing with personnel at all organizational levels, internally and externally.
Excellent written communication skills, with a history of producing professional, error-free emails, documents, reports, and presentations.
Valid CA driver's license and willingness to drive staff and visitors in a Lab vehicle within the Lab site and/or to Berkeley as needed.

Nice To Haves

Experience with Berkeley Lab systems and tools (LETS, FMS, TREX, RezDesk, etc.)
Knowledge of Berkeley Lab, the University of California (UC), the Department of Energy (DOE), and/or local, state, federal policies, procedures, and regulations.

Responsibilities

Serve as the primary point of contact for the Deputy Lab Director of Research’s (DLDR) Office.
Review, triage, and prioritize incoming correspondence and requests for the DLDR, including determining appropriate distribution and response.
Coordinate the DLDR’s calendar and travel, and provide backup support to the Lab Director’s Senior Administrator as needed, including scheduling, visitor coordination, and briefing materials.
Prepare, compile, and coordinate high-quality briefing materials, agendas, and talking points to support the DLDR’s activities.
Partner with the DLDR, Chief of Staff to the DLDR, and Laboratory leadership team to ensure materials are complete and delivered in advance of meetings and daily engagements.
Collaborate with the Chief of Staff to the DLDR and other staff to continuously improve workflows and administrative processes within the DLDR’s office and across senior leadership offices.
Ensure compliance with legal and institutional requirements for archiving Directorate documents in accordance with applicable policies and procedures.
Support the DLDR in maintaining compliance with DOE and UC requirements related to outside professional activities, financial disclosures, and gift reporting.
Diplomatically communicate with all levels of management and scientific staff within Berkeley Lab, the Department of Energy, the University of California, and other external high-profile organizations.
Model stewardship values in daily interactions and serve as a cultural ambassador for the Laboratory community.
Maintain a calm, composed, and discreet demeanor when managing sensitive issues, exercising sound professional judgment at all times.
Lead special projects requiring research, analysis, and the development of executive-level presentation materials.
Maintain a comprehensive understanding of Laboratory Travel Policy and ensure compliance with applicable procedures and requirements.
Utilize Laboratory vehicles, as needed, to provide on-site transportation support for the DLDR.
As directed by the Chief of Staff (CoS) to the DLDR, provide guidance and potential supervision of administrative staff based on evolving office priorities.