What are the responsibilities and job description for the Executive Assistant - Director's Office position at LLNL?
Company Description
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 dedicated to fostering a culture that values individuals, talents, partnerships, ideas, experiences, and different perspectives, recognizing their importance to the continued success of the Laboratory's mission.
Pay Range
91,320 - $111,840
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.
Job Description
We have an opening for an Executive Assistant to provide executive level administrative support to senior level advisors and managers within the Director's Office suite. You will perform a full range of advanced, diverse, and complex executive assistant services in a highly visible environment. You will also serve as a point-of-contact for the area and manager supported; interface with senior-level internal and external personnel to exchange, gather and disseminate information. This position is within the Director's Office. This position will report to the Director's Office Administrator.
You will
- Represent senior level advisors and managers and independently set priorities when committing the manager's time; organize and coordinate complex and often confidential calendars.
- Clarify, coordinate, communicate, and disseminate information on behalf of senior advisors and other senior managers; often independently assess and respond to inquiries, prioritize actions, follow-up and ensure resolution on a wide variety of issues.
- Initiate, compile, coordinate, proof, format, edit, and finalize a variety of documents and email messages, most of which contain sensitive or privileged information, including correspondence, itineraries, institutional organizational charts, reports, presentations, complex forms, and talking papers for management.
- Conduct research, make requests for information, compile and coordinate internal and external information on a variety of business, operational and administrative topics.
- Plan, organize and coordinate a variety of internal / external meetings and coordinate high level annual events at times using hybrid and Webex options; develop agendas and identify and contact meeting attendees; provide information for meetings or visits, badging, clearance transfers with government facilities.
- Arrange complex foreign and domestic travel and independently adjust complex itineraries as required.
- Initiate and compose original and sensitive correspondence, memoranda, reports, presentations, and agendas on behalf of the senior executives.
- Review, track, and update documents including delegation memos, submitted for manager's signature across the institution, for completeness and accuracy.
- Screen calls and visitors, respond to questions, resolve administrative issues, and assist and back up other administrative personnel in the office.
- Manage complex and often confidential files; determine retention / destruction status of documents using Laboratory guidelines.
- Perform other duties as assigned.
Qualifications
Qualifications We Desire
Additional Information
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?
Security Clearance
This position requires an active Department of Energy (DOE) L-level or Q-level clearance or an active Secret or 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.
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.
Salary : $91,320 - $111,840
