Lawrence Livermore National Laboratory



Executive Assistant 2 - W80-4 LEP

Location:  Livermore, CA
Category:  Administrative/Management
Organization:  Weapons and Complex Integ
Posting Requirement:  External DOE Q or Top Secret
Job ID: 104798
Job Code: Executive Assistant 2 (A03.2)
Date Posted: February 01 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.

The Weapons and Complex Integration (WCI) Principal Associate Directorate (PAD) Office has an opening for an Executive Assistant 2.  We are seeking someone who will provide executive administrative support to the W80-4 LEP Program Manager (PM), Deputy Program Manager (DPM) and Program Administrator.   You will perform a full range of advanced, diverse, and complex executive assistant services, using broad knowledge of the full cadre of programmatic and operational areas of the Laboratory.  Building strong rapport with the highest levels of LLNL management, as well as senior managers at external constituencies, such as the NNSA/DOE Laboratory Field Office and Headquarters, other laboratories in the DOE complex, Department of Defense (DoD), Congressional, academia, local community, and private industry is essential.  The environment is fast-paced, with multiple deadlines and frequently changing priorities often involving extremely sensitive and/or classified information.  The majority of work will be performed independently with minimal guidance. This position will report to the Program Administrator.
 
Essential Duties
 - Represent the Program Manager (PM) and Deputy Program Manager (DPM) in daily administrative matters, clarifying, coordinating, communicating, and disseminating information on behalf of the Program Office, and serve as central administrative point-of-contact for the Program; interact with all levels, both internal and external personnel, to achieve Program goals.
- Organize, prioritize, and coordinate the PM and DPM’s complex calendar with authority to commit time; coordinate scheduling of intricate meetings both on-site and off-site, and lead planning and completion of administrative arrangements for high level meetings and special events.
- Research, analyze, prepare, and assemble information and data from multiple and diverse sources; coordinate findings and other information with senior-level individuals, both internal and external to the Laboratory.
- Review documents submitted for Program Office signature for completeness and accuracy, as well as compose correspondence for management and own signature including sensitive personnel information, reports, agendas, and memoranda.
- Arrange/coordinate domestic travel for the PM and staff, which may include special and extensive requirements.
- Review and answer email and inquiries on own initiative and determine if executive action is required. Refer matters to appropriate parties for action and follow up to ensure proper and timely disposition.
- Screen calls and visitors, respond to questions, resolve administrative issues, and assist and back up other administrative personnel in the Program Office and PAD.
- Provide input to administrative practices and procedures to increase effectiveness.
- Perform other duties as assigned.
 
Qualifications
- Advanced executive assistant skills and experience including fast, accurate keyboarding and excellent grammar, proofreading, and editing skills; demonstrated expert level ability using personal computers and associated software; demonstrated expertise in preparing presentations using PowerPoint or similar software; experience using Excel.
- Experience effectively utilizing judgment and discretion when handling sensitive issues.
- Demonstrated problem-solving and decision-making skills necessary to independently recommend appropriate actions and solutions.
- Demonstrated organizational skills, attention to detail, accuracy, flexibility, ability to prioritize multiple and complex tasks, and ability to work under time constraints to meet short deadlines with frequent interruptions.
- Demonstrated advanced communication and interpersonal skills to effectively interact and represent the Directorate Office with all levels of management, both internal and external to the Laboratory.
- Demonstrated interpersonal skills with the ability to handle sensitive and confidential issues with tact and discretion and experience effectively interacting with a wide spectrum of personnel in government, academia, or the private sector.
- Demonstrated knowledge of appropriate handling of sensitive and classified documents.
- Demonstrated excellent writing skills for developing formal correspondence, agendas, reports and procedures with accuracy and attention to details.
- Ability to work independently, as well as in a team environment, under frequently changing priorities.
 
Desired Qualifications
- Experience in a scientific or technical program.
- Broad, institutional knowledge of the Laboratory and its programs.
- Knowledge of Laboratory administrative policies and procedures and requirements for security, cyber security, ISM and ES&H.

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 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. 

 

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 $1.8 billion, employing approximately 6,500 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.
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