Administrative Specialist - Engineering Principal Associate Director's Office

We have an opening for an Administrative Specialist. You will be an essential part of our administrative team in the Engineering Principal Associate Director's Office (PADO). You will perform a full range of complex and difficult administrative assignments in a dynamic and fast-paced environment with frequent interruptions and conflicting priorities that require independent judgment, initiative, and follow-through. This position will be in the Principal Associate Director’s Office, within the Engineering Directorate.

In this role you will

• Provide advanced administrative support to senior management team members within the Engineering Principal Associate Director's Office (PADO) including the Workforce Team and the Communications Team.
• Serve as a member of the Engineering administrative team representing management in daily matters; take initiative to gather, clarify, and disseminate information and coordinate activities; respond on their behalf on administrative matters to all levels of management, both internal and external to the Laboratory.
• Manage complex calendars independently determining scheduling priorities and plan and coordinate complex meetings and events.
• Serve as a program point-of-contract for Engineering Mentoring program to plan and execute events and training efforts including logistics for meetings.
• Act as a liaison between the Workforce and Communications teams, including tracking and coordinating Workforce-Communications projects, supporting all-hands meetings and leader forums, and updating Communications project intake, dashboard, and feedback systems.
• Perform administrative updates on the internal Engineering website in WordPress (training provided). Coordinate and perform annual updates to the External Review Committee (ERC) SharePoint.
• Compile data from multiple sources for complex reports and presentations; establish and maintain complex databases, spreadsheets, and tracking/filing systems.
• Generate correspondence on own initiative and compose correspondence for management signature that may be sensitive in nature.
• Perform other duties as assigned.

• Ability to secure and maintain a U.S. DOE Q-level security clearance which requires U.S. citizenship.
• Advanced administrative knowledge and experience including accurate editing, grammar, and proofreading skills; advanced knowledge of office procedures, techniques, and methods.
• Advanced organizational skills, attention to detail, accuracy, and follow-through.
• Experience working under minimal supervision, in a multi-task environment with rapidly changing priorities, deadlines, and frequent interruptions.
• Advanced communication and interpersonal skills necessary to interact effectively with a multi-facet workforce and represent the organization with all levels of management, internal and external to the Laboratory, using tact, diplomacy, and discretion.
• Effective problem-solving and decision-making skills to anticipate, identify, and independently recommend appropriate actions and solutions to complex administrative problems.
• Ability to be self-motivated and flexible, exercising a high degree of discretion and mature judgment in handling business-sensitive and/or classified information, as well as personnel interactions.
• Advanced computer skills and experience with the Microsoft Office Suite and database and calendaring software, and the ability to learn new software quickly.
• Experience coordinating complex meetings and events.

Qualifications We Desire

• Familiarity with LLNL's policies and procedures.
• Knowledge of LLNL business applications and processes such as LEAP, TIME, EAM, LTRAIN, ePay, and Cliqbook.
• Ability and motivation to learn new tools and platforms (e.g., Mailchimp, MS Forms, SharePoint, WordPress), proactively seeking out resources and trainings as needed.

All your information will be kept confidential according to EEO guidelines.

Position Information

This is a Career Indefinite position, open to Lab employees and external candidates.

Why Lawrence Livermore National Laboratory?

• Included in 2025 Best Places to Work by Glassdoor!
• Flexible Benefits Package
• 401(k)
• Education Reimbursement Program
• Flexible schedules (*depending on project needs)
• Our values - visit https://www.llnl.gov/inclusion/our-values 

Security Clearance

This position requires a Department of Energy (DOE) Q-level clearance.  If you are selected, we will initiate a Federal background investigation to determine if you meet eligibility requirements for access to classified information or matter. Also, all L or Q cleared employees are subject to random drug testing.  Q-level clearance requires U.S. citizenship. 

Pre-Employment Drug Test

External applicant(s) selected for this position must pass a post-offer, pre-employment drug test. This includes testing for use of marijuana as Federal Law applies to us as a Federal Contractor.

Wireless and Medical Devices

Per the Department of Energy (DOE), Lawrence Livermore National Laboratory must meet certain restrictions with the use and/or possession of mobile devices in Limited Areas. Depending on your job duties, you may be required to work in a Limited Area where you are not permitted to have a personal and/or laboratory mobile device in your possession.  This includes, but not limited to cell phones, tablets, fitness devices, wireless headphones, and other Bluetooth/wireless enabled devices.  

If you use a medical device, which pairs with a mobile device, you must still follow the rules concerning the mobile device in individual sections within Limited Areas.  Sensitive Compartmented Information Facilities require separate approval. Hearing aids without wireless capabilities or wireless that has been disabled are allowed in Limited Areas, Secure Space and Transit/Buffer Space within buildings.

How to identify fake job advertisements

Please be aware of recruitment scams where people or entities are misusing the name of Lawrence Livermore National Laboratory (LLNL) to post fake job advertisements. LLNL never extends an offer without a personal interview and will never charge a fee for joining our company. All current job openings are displayed on the Career Page under “Find Your Job” of our website. If you have encountered a job posting or have been approached with a job offer that you suspect may be fraudulent, we strongly recommend you do not respond.

To learn more about recruitment scams: https://www.llnl.gov/sites/www/files/2023-05/LLNL-Job-Fraud-Statement-Updated-4.26.23.pdf

Equal Employment Opportunity

We are an equal opportunity employer that is committed to providing all with a work environment free of discrimination and harassment. All qualified applicants will receive consideration for employment without regard to race, color, religion, marital status, national origin, ancestry, sex, sexual orientation, gender identity, disability, medical condition, pregnancy, protected veteran status, age, citizenship, or any other characteristic protected by applicable laws.

Reasonable Accommodation

Our goal is to create an accessible and inclusive experience for all candidates applying and interviewing at the Laboratory.  If you need a reasonable accommodation during the application or the recruiting process, please use our online form to submit a request. 

California Privacy Notice

The California Consumer Privacy Act (CCPA) grants privacy rights to all California residents. The law also entitles job applicants, employees, and non-employee workers to be notified of what personal information LLNL collects and for what purpose. The Employee Privacy Notice can be accessed here.