Executive Assistant

Executive Administrative Assistant - Travel & Events - 6 Month Temp - Berkeley - $39.98/hour

We are seeking an experienced Executie Administrative Assistant with a strong focus on travel arrangements and event coordination to join a dynamic administrative team supporting one of the world’s leading research institutions at Lawrence Berkeley National Laboratory.

• Location: 100% on-site in Berkeley, with a shuttle from BART. There is a possibility for some hybrid in the future.
• Schedule: Full-time, Monday through Friday, 8:00 am to 5:00 pm, with some flexibility
• Duration: 6-Month Temporary
• Background Check: Hire contingent upon a clear criminal background check

In this role, your key responsibilities will include:

Travel Coordination:

• Serve as a travel resource, researching and arranging complex domestic and international travel in compliance with DOE conference reporting and Lab travel policies.
• Coordinate closely with the Travel Department to ensure travel plans meet all regulatory requirements.
• Prepare and submit detailed travel expense reports promptly and accurately.

Event and Meeting Support:

• Organize and coordinate professional appointments, staff meetings, seminars, and Division-wide events.
• Manage conference room schedules, post events, and prepare meeting spaces with necessary equipment, supplies, and materials.
• Support events, including registration, site access, and set-up/clean-up activities, while liaising with service providers.

Administrative Support:

• Perform procurement and reimbursement tasks in collaboration with the Purchasing Department.
• Maintain and manage calendars, electronic files, and Project Management Tools (such as Smartsheets).
• Provide backup administrative support and share best practices with administrative team.
• Ensure proper maintenance and coordinate service when needed for office equipment.

What you bring:

• 4 years of specialized administrative experience, preferably in a high-technology, research, or government environment.
• Proven experience with complex travel planning and procurement and reimbursement processes.
• Proficiency in Google Suite, Microsoft Office (Word, Excel, PowerPoint), Smartsheets, and other project tracking tools.
• Excellent organizational, time management, and customer service skills.
• Ability to handle multiple tasks and shifting priorities while maintaining a high level of accuracy and attention to detail.
• Strong communication skills, with experience preparing professional correspondence, reports, and meeting minutes.
• Experience coordinating events, from scheduling to execution, is highly desirable.