Executive Assistant

We have an opening for an Executive Assistant in the Deputy Director of Science & Technology (DDS&T) organization directly supporting the Academic Engagements Office Director/Deputy Director and Science & Technology Assessments Office Director, as well as serving as a backup to fellow DDS&T executive assistants and administrative specialists. DDS&T has a broad institutional reach which includes oversight of the offices of Academic Engagements, Laboratory Directed Research and Development (LDRD), Science & Technology Assessments, and Innovation & Partnerships, as well as managing the Livermore Valley Open Campus, Library, and Archives facilities and operations. In this role you will provide a full range of intermediate, diverse, and moderately difficult executive and general administrative services in a fast-paced environment. You will serve as a point-of-contact and trusted partner for the assigned primary and occasional secondary DDS&T managers and interface with internal and external personnel of various levels to exchange, gather, and disseminate information.

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.

You will

• Represent managers in daily interactions across the DDS&T organization and with various levels of LLNS employees across the Lab, following established policies, practices, and procedures.
• Partner with administrative colleagues within the DDS&T, providing backup support to their various programs and directors, as needed.
• Independently set priorities when committing the managers’ time, anticipating their needs, and organizing and coordinating confidential calendars.
• Clarify, coordinate, communicate, and disseminate information on behalf of DDS&T managers, as needed.
• Initiate, compile, coordinate, proof, format, edit, and finalize a variety of documents and email messages, including correspondence, itineraries, reports, and presentations, for DDS&T managers, as requested.
• As part of a team and under supervision, assist with the organization of a variety of internal/external meetings, including developing agendas and determining and contacting meeting attendees.
• Make travel arrangements that may involve international travel.
• Conduct preliminary research, make requests for information, compile and coordinate internal and external information on a variety of business, operational, and administrative topics.
• Manage confidential files, using Laboratory guidelines to determine retention/destruction status of documents.
• Perform other duties as assigned.

• 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 time of hire.
• Experience providing executive assistant support to senior management/executives, including coordinating and leading administrative projects; representing senior management/executives to diverse internal and external contacts, and communicating senior management/executive direction.
• Executive assistant skills; knowledgeable of various software packages for preparing presentations and a variety of documents and reports.
• Experience demonstrating effective communication skills using judgment, tact, and diplomacy to communicate a wide range of topics of an urgent and sensitive nature.
• Administrative and organizational skills, including accurate keyboarding, editing, grammar, and proofreading skills, detail orientation, and flexibility; ability to prioritize, anticipate, identify, and resolve problems, and work effectively in a fast-paced and rapidly changing environment with short deadlines and frequent interruptions.
• Knowledge of business, operations and organization of area supported; knowledge of external organizations related to area supported.
• Knowledge of appropriate handling of sensitive and/or classified documents and protection; experience working effectively with sensitive issues.

Qualifications We Desire

• Knowledge of the DDS&T organization.

#LI-Hybrid

Position Information

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

Why Lawrence Livermore National Laboratory?

• Included in 2024 Best Places to Work by Glassdoor!
• Flexible Benefits Package
• 401(k)
• Relocation Assistance
• Education Reimbursement Program
• Flexible schedules (*depending on project needs)
• Inclusion, Diversity, Equity and Accountability (IDEA) - visit https://www.llnl.gov/diversity
• Our core beliefs - visit https://www.llnl.gov/diversity/our-values 
• Employee engagement - visit https://www.llnl.gov/diversity/employee-engagement

Security Clearance

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 time of hire. 

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.

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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.

We invite you to review the Equal Employment Opportunity posters which include EEO is the Law and Pay Transparency Nondiscrimination Provision.

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. 

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