Administrator/Executive Assistant - Active Clearance Required

Join us and make YOUR mark on the World!

Are you interested in joining some of the brightest talent in the world to strengthen the United States' security? Come join Lawrence Livermore National Laboratory (LLNL) where our employees apply their expertise to create solutions for BIG ideas that make our world a better place.

We are committed to a diverse and equitable workforce with an inclusive culture that values and celebrates the diversity of our people, talents, ideas, experiences, and perspectives. This is important for continued success of the Laboratory's mission.

Pay Range

$91,320 - $111,840 Annually at the A01.2 level

$109,530 - $134,100 Annually at the A01.3 level

This is the lowest to highest salary we in good faith believe we would pay for this role at the time of this posting; pay will not be below any applicable local minimum wage. An employee's position within the salary range will be based on several factors including, but not limited to, specific competencies, relevant education, qualifications, certifications, experience, skills, seniority, geographic location, performance, and business or organizational needs.

We're looking for a Program Administrator/Executive Assistant to work in a dynamic and fast-paced environment within the Counterintelligence (CI) Program Office. You will be a member of the CI Program leadership team that assists in providing a full range of advanced, diverse, and complex business, workforce, and strategic operations/planning and administrative duties in a sensitive yet highly visible environment. You will serve as a direct point-of-contact and liaison to the Director's Officeand will interface with a wide variety of internal and external personnel and stakeholders, including senior Laboratory leadership at Lawrence Livermore National Laboratory (LLNL), Lawrence Berkeley National Laboratory (LBNL), and Stanford Linear Accelerator Center (SLAC), as well as collaborate and work closely with the CI Program's core leadership team to formulate creative ideas, options, and solutions to resolve complicated administrative problems. This position is in the Director's Office.

This position offers a hybrid schedule, blending in-person and virtual presence. You will have the flexibility to work from home one day per week.

This position will be filled at eitherlevel 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.

You will

• Partner with the CI Program core leadership team to guide the development of business, operational, and organizational projects. Research and analyze business, budgetary, and organizational issues.
• Plan, execute, and/or provide oversight to a variety of workforce, operational and organizational requirements, planning, and activities for the Program on administrative matters.
• Serve as working supervisor for exempt and/or non-exempt administrative employees, identify training needs, and provide mentoring.
• Compose, clarify, coordinate, proof, format, edit, and finalize communications, reports, presentations, and actions with sensitivity and flexibility, and disseminate information on behalf of the Senior Counterintelligence Officer (SCIO) to senior management and personnel at all levels across three Laboratories in CI's Area of Responsibility; DOE IN and DOE IN Field Offices; other Federal agencies and fellow members of the United States Intelligence Community; and other national laboratories.
• Independently set priorities when committing the CI Program Director/SCIO's and Deputy Senior Counterintelligence Officer's (DSCIO) time; anticipate needs, organize, coordinate, and manage highly complex and confidential calendars. Support the SCIO/DSCIO with their schedules and responsibilities, exercising integrity, ethics, proficiency, professionalism, and confidentiality.
• Plan and manage a variety of internal and external meetings; develop agendas, identify, and coordinate meeting attendees and presentation materials; take and distribute meeting summary notes. Prepare and review a variety of reports for management decision making.
• Review, execute and administer a variety of personnel/recruiting requirements/guidance and determine courses of action to obtain optimal results. Research and recommend appropriate courses of action to managers and supervisors on administrative and personnel matters, including disciplinary actions, ensuring compliance with applicable policies, procedures, regulations, and laws.
• Manage and oversee Program performance management and ranking processes for all classifications, ensuring adherence to Department of Energy (DOE) Office of Intelligence and Counterintelligence (DOE IN) and Laboratory policies and organizational standards.
• Arrange complex domestic travel and make itinerary adjustments as required.
• Perform other duties as assigned.

Additional job responsibilities, at the A01.3 level

• Advise on and implement, business, operational and/or organizational strategies, objectives, and deliverables and prepare complex and confidential responses for requests for information.
• Research, analyze, and summarize content and information for management decision making, recommending a course of action. Review and approve actions for a variety of complex day-to-day tasks.
• Collect, validate, interpret, and analyze business, operational and/or organizational planning data in support of strategic and/or workforce planning activities. Analyze and report on business, operational and/or organizational metrics.
• Establish metrics, review, coordinate, and contribute to the definition of budget, project, and program reporting requirements.
• Evaluate business, operational and/or organizational policies, procedures, methods, and practices. Serve as an advisor.

• 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.
• Ability to obtain and maintain Sensitive Compartmented Information (SCI) access.Please note that any current active Q or Top-Secret clearance with DOE or another agency does not guarantee DOE SCI access approval; if you are denied access, you may besubject to reinvestigation ofyour existing Q or Top-Secret clearance.
• Experience coordinating multiple work activities, and multi-faceted internal processes in functional area.
• Experience with operational deliverables and actions that have programmatic impact. Experience leading business, operational and organizational activities, participating in a variety of organizational projects and researching, interpreting, and applying a wide variety of policies, procedures, and guidelines.
• Working knowledge of automated business tools/technologies/techniques and specialized applications. Experience developing complex reports. Expert use of MS Office applications, including PowerPoint.
• Experience and advanced communication and interpersonal skills necessary to interact effectively with a diverse workforce and represent the program with all levels of management, internal and external to LLNL.
• Advanced administrative and organizational skills, including accurate keyboarding, editing, grammar, and proofreading skills, detail orientation, and flexibility.
• Experience providing executive assistant or administrative support to senior management/executives; at times, representing management and communicating manager's direction.
• Experience coordinating own and team's administrative and operational work activities and multifaceted internal processes in functional area.
• Knowledge of recruiting, hiring, performance management, and staff relations practices and an understanding of HR compliance requirements for hiring (FLSA, ADA, EEO, etc.), and experience researching and applying a wide variety of personnel policies and procedures.
• Analytical skills as well as the ability to anticipate, identify, and resolve complex problems in a rapidly changing environment and experience working effectively with sensitive issues using a high degree of mature judgment, discretion, and tact.
• Knowledge of appropriate handling of sensitive and/or classified documents and protection.

Additional qualifications at the A01.3 level

• Associate of Arts Degree (AA) in a related field or equivalent combination of significant experience and education in a related business, operational and/or organizational area.
• Experience with strategic deliverables and actions that have significant programmatic impact. Experience leading complex business, operational and organizational activities, participating in a variety of organizational projects and researching, interpreting, and applying a wide variety of policies, procedures, and guidelines.
• Supervisory experience.

Qualifications We Desire

• Bachelor's Degree (BA)
• Broad and in-depth knowledge of Laboratory business, operations, and program/discipline organizations; demonstrated knowledge of external organizations at the local and Federal levels.
• Expert knowledge of various LLNL-specific administrative tools and applications (LEAP, LTRAIN, ePAY, TIME, LAPIS, etc.)

#LI-Hybrid

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!
• FlexibleBenefits Package
• 401(k)
• Relocation Assistance
• Education Reimbursement Program
• Flexible schedules (*depending on project needs)
• Our core beliefs - visithttps://www.llnl.gov/diversity/our-values

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 useand/or possession ofmobile devices in Limited Areas. Depending on your job duties, you may be required to work in a Limited Area whereyou are not permitted to have a personal and/or laboratory mobile devicein your possession. This includes, but not limited to cell phones, tablets, fitness devices, wireless headphones, and other Bluetooth/wireless enabled devices.

Ifyou useamedical device, whichpairs with a mobile device,you must still follow the rules concerningthe mobile device in individual sections within Limited Areas. Sensitive Compartmented Information Facilities requireseparate 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.

CaliforniaPrivacy Notice

The California Consumer Privacy Act (CCPA) grants privacy rights to all California residents. The law also entitlesjob 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.