Lawrence Livermore National Laboratory

Executive Assistant

Location:  Livermore, CA
Category:  Administrative/Management
Organization:  Office of the Director
Posting Requirement:  External DOE Q or Top Secret
Job ID: 106410
Job Code: Executive Assistant 2 (A03.2)
Date Posted: November 21 2019

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Join us and make YOUR mark on the World!

Come join Lawrence Livermore National Laboratory (LLNL) where we apply science and technology to make the world a safer place; now one of 2020 Best Places to Work by Glassdoor!

We have an opening for an Executive Assistant to provide executive level administrative support to the Office of Defense Coordination Director (ODC), Systems Analysis and Emerging Requirements Group Leaders.  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 in the Office of Defense Coordination within the Director’s Office. This position will report to the ODC Administrator.
Essential Duties
- Represent ODC Director 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 the ODC Director 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, 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; develop agendas and identify and contact meeting attendees; provide information for meetings or visits.
- Arrange complex foreign and domestic travel and independently make adjustments to complex itineraries as required.
- Initiate and compose original and sensitive correspondence, memoranda, reports and agendas on behalf of the ODC Director.
- Review documents submitted for ODC Director and Group Leader’s signature for completeness and accuracy
- Screen calls and visitors, respond to questions, resolve administrative issues, and assist and back up other administrative personnel in the ODC Office.
- Manage complex and often confidential files; determine retention/destruction status of documents using Laboratory guidelines.
- Perform other duties as assigned.
- Experience providing executive assistant support to senior management/executives; advanced experience representing senior management/executives to diverse internal and external contacts.
- Advanced executive assistant skills and experience including fast, accurate keyboarding and excellent grammar, proofreading and editing skills; expert level skills and experience with personal computers and associated software; including expertise in preparing presentations using PowerPoint or similar software and experience using Excel.
- Experience coordinating and leading administrative projects; 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 the 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 ODC Director with all levels of management, both internal and external to the Laboratory .
- Knowledge of appropriate handling of sensitive and/or classified documents and protection; experience working effectively with sensitive issues and exercising judgment and discretion.
Desired Qualifications
- Knowledge of Laboratory business, operations, and organization; demonstrated knowledge of external organizations related to (DO/PAD/Directorate) business.
- Knowledge and understanding of the Laboratory’s policies and procedures.

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 $2.3 billion, employing approximately 6,900 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.