Job Description We have an opening for an
Executive Assistant. You will perform a full range of advanced, complex, diverse, and sensitive administrative duties in support of the Principal Deputy Principal Associate Directors (PDPADs), Deputy Principal Associate Directors (DPAD), and supporting staff, including managing complex calendars, coordinating high-level meetings and communications, overseeing the PAD signature process, arranging extensive travel, and driving operational efficiency through AI tools and emerging technologies. You will serve as a direct point-of-contact for the PDPAD, DPADs, and senior leaders, interfacing with senior-level internal and external personnel, including government officials, to exchange, gather, and disseminate information. This position is in the Engineering Principal Associate Director's Office (PADO).
This position may offer a hybrid schedule, which includes the flexibility to work from home one or moredays per week. The specifics of the hybrid schedule, including the exact number of days required in the office and virtual work options, may vary based on the needs of the team and the organization.
You will- Represent the Principal Associate Director's Office (PADO) in daily administrative matters, clarifying, coordinating, communicating, and disseminating information on behalf of the PAD, and serve as an additional administrative point-of-contact for the Directorate; interact with all levels, both internal and external personnel, to achieve Directorate goals.
- Organize, prioritize, and coordinate the engineering senior leaders' complex calendars with authority to commit time; coordinate scheduling of intricate meetings both on-site and off-site.
- Research, analyze, prepare, and assemble information and data from multiple sources; coordinate findings and other information with senior-level staff, both internal and external to the Laboratory; review weekly Webex meeting recordings, identify key discussion points, decisions, and action items, and prepare and distribute concise summaries to senior leadership.
- Review documents submitted for PAD signature for completeness and accuracy, as well as compose correspondence for management including sensitive personnel information, reports, agendas, and memoranda.
- Arrange/coordinate domestic and foreign travel for senior leaders which may include special and extensive requirements.
- Review and answer mail 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 PAD office.
- Provide input to administrative practices and procedures to increase effectiveness.
- Perform other duties as assigned.
Qualifications - 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 the time of hire.
- Experience providing support to senior management, including coordinating and leading administrative projects.
- Advanced executive assistant skills and experience including fast, accurate keyboarding and excellent grammar, proofreading, and editing skills; demonstrated advanced level ability using personal computers and associated software.
- 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.
- Advanced communication and interpersonal skills to effectively interact and represent the PDPAD and Directorate Office with all levels of management, both internal and external to the Laboratory.
Qualifications We Desire- Experience with LLNL systems: TIME, LEAP, LAPIS, LTRAIN, Cliqbook, ePay, eCaps, and FTS.
- Experience using Outlook, SharePoint, MS Teams, and Webex.
- Experience using AI tools to improve productivity, analyze information, automate routine tasks, or support decision-making.
- Experience working in a classified environment.
- Broad knowledge of Laboratory mission, business, and operations.
Pay Range$94,560 - $115,778 Annually
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.
Additional Information #LI-Hybrid
Position InformationThis is a Career Indefinite position, open to Lab employees and external candidates.
