Lawrence Livermore National Laboratory

Infrastructure & Operations Executive Assistant

Location:  Livermore, CA
Category:  Administrative/Management
Organization:  Facilities and Infrastructure
Posting Requirement:  External w/ US Citizenship
Job ID: 105042
Job Code: Executive Assistant 2 (A03.2)
Date Posted: March 13 2019

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Science and Technology on a Mission!

For more than 60 years, the Lawrence Livermore National Laboratory (LLNL) has applied science and technology to make the world a safer place.

We have an opening for an Executive Assistant to provide executive level administrative support to the Associate Director (AD).  You will perform a full range of advanced, diverse and complex executive assistant services in a highly visible environment. You will serve as the point-of-contact for the AD office and interface with senior-level internal and external personnel to exchange, gather and disseminate information.  This position is in the Infrastructure and Operations (I&O) Directorate within the Operations and Business (O&B) Principal Directorate.

Essential Duties
- Represent the AD in daily interactions with senior management/executives, internal and external to the Laboratory. Independently set priorities when committing the Associate Director’s time; organize and coordinate complex and often confidential calendars.
- Independently clarify, coordinate, communicate, and disseminate information on behalf of the AD; assess and respond to inquiries, prioritize actions, follow-up and ensure resolution on a wide variety of issues.
- Compile, coordinate, proofread, format, edit, and finalize a variety of documents and email messages, most of which contain sensitive or privileged information, including correspondence, itineraries, reports, presentations, complex forms, and talking papers for management.
- Conduct preliminary research, make requests for information, compile and coordinate internal and external information on a variety of business, operational and administrative topics.
- Plan and coordinate a variety of internal/external meetings on behalf of the AD; develop agendas and determine and contact attendees; and provide information for meetings or visits.
- Arrange complex domestic and/or international travel and independently make adjustments to complex itineraries as required.
- Initiate and compose original and sensitive correspondence, memoranda, reports and agendas on behalf of AD.
- Manage complex and often confidential files; determine retention/destruction status of documents using Laboratory guidelines.
- Perform other duties as assigned.

- Experience providing executive assistant-level support to senior management/executives and representing management to diverse internal and external contacts.
- Advanced executive assistant skills including fast, accurate keyboarding, excellent grammar, proofreading and editing skills.
- Advanced skills and experience with personal computers and expertise preparing presentations and developing/manipulating spreadsheets using software such as PowerPoint or Excel or similar software.
- Experience coordinating and leading administrative projects and demonstrated analytical, problem-solving, and decision-making skills necessary to independently identify and recommend appropriate actions and solutions to administrative issues.
- Advanced organizational skills and ability to prioritize multiple and complex tasks and work effectively in a fast-paced environment, with short deadlines and frequent interruptions.
- Advanced communication skills to effectively interact and represent the directorate office and manager with all levels of management, both internal and external to the Laboratory.
- Experience effectively working with sensitive issues while exercising appropriate judgment and discretion and knowledge of appropriately handling and protecting sensitive information and documents.

Desired Qualifications
- Knowledge and understanding of the Laboratory’s policies and procedures.
- Knowledge of business operations and areas supported by the O&B Principal Directorate.
- Leadership experience and team building skills to effectively serve in an administrative leadership role.

Pre-Employment Drug Test:  External applicant(s) selected for this position will be required to 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.

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. In addition, all L or Q cleared employees are subject to random drug testing.  Q-level clearance requires U.S. citizenship.  If you hold multiple citizenships (U.S. and another country), you may be required to renounce your non-U.S. citizenship before a DOE L or Q clearance will be processed/granted.

Note:   This is a Career Indefinite position. Lab employees and external candidates may be considered for this position.

About Us

Lawrence Livermore National Laboratory (LLNL), located in the San Francisco Bay Area (East Bay), is a premier applied science laboratory that is part of the National Nuclear Security Administration (NNSA) within the Department of Energy (DOE).  LLNL's mission is strengthening national security by developing and applying cutting-edge science, technology, and engineering that respond with vision, quality, integrity, and technical excellence to scientific issues of national importance.  The Laboratory has a current annual budget of about $2.1 billion, employing approximately 6,800 employees.


LLNL is an affirmative action/ equal opportunity employer. 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, protected veteran status, age, citizenship, or any other characteristic protected by law.