Executive Assistant - Active Clearance Required

Job Description

We have an opening for an Executive Assistant to provide executive level administrative support to the Chief of Staff (CoS) and Associate Deputy (AD) Director for Program Enablement (DPEn).

You will perform a full range of advanced, diverse, and complex executive assistant services in a highly visible environment.

You will serve as a point of contact both internally and externally and will interface with senior level internal personnel and external contacts, including dignitaries, to gather, exchange and disseminate information.

This position is in the Strategic Deterrence (SD) Directorate.

This position will be filled at either level depending on your qualifications. Additional job responsibilities (outlined below) will be assigned if you are selected at the higher level.

In this role, you will

• Represent the CoS and DPen; 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 CoS and DPen and other senior managers;

often independently assess and respond to inquiries, prioritize actions, follow-up and ensure resolution on a wide variety of issues.

• 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 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; develop agendas and identify and contact meeting attendees;

provide information for meetings or visits; commit funds for accommodations and meeting locations.

• Initiate and compose original and sensitive correspondence, memoranda, reports and agendas on behalf of the CoS, DPen and other senior managers.
• Manage complex and often confidential files; determine retention / destruction status of documents using Laboratory guidelines.
• Provide backup support to the Sr. Managers in the SDO and serve as a core member of the administrative team in SDO.
• Prepare senior managers with relevant materials (to include background and talking points) in advance of stakeholder engagements.
• Develop and implement plans to promote culture, diversity, equity, and inclusion.
• Perform other duties as assigned.

In Addition, at the Level :

Independently clarify, coordinate, communicate, and disseminate information on behalf of the CoS, DPen and other senior managers;

independently assess and respond to inquiries, prioritize actions, follow-up and ensure resolution on a wide variety of issues.

Conduct research and make requests for information, compile and coordinate internal and external information on a variety of business, operational and administrative topics.

Qualifications

• This position requires an active Department of Energy (DOE) Q-level clearance or active Top-Secret clearance issued by another government agency at the time of hire.
• Advanced experience providing executive assistant support to senior management / executives; 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 and Teams.

• 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 knowledge of business, operations and organization of area supported.
• 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 CoSand DPen 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.

In Additional qualifications, at the Level :

• Associate’s degree in a related field or equivalent combination of extensive experience and education in a related business, operational and / or organizational area.
• Broad experience and knowledge of business, operations, and organization of area supported; knowledge of external organizations related to area supported.

Significant knowledge of Laboratory mission, business, and operations. Demonstrated use of knowledge for resolution of a variety of topics.

• Significant experience working closely with and representing senior management / executives to diverse internal and external contacts, communicating senior manager’s direction to various recipients.
• Ability to handle sensitive and confidential issues with tact and discretion, knowledge of appropriate handling of sensitive and classified documents.
• Advanced problem-solving and decision-making skills necessary to independently recommend appropriate actions and solutions.

Desired Qualifications

Demonstrated experience implementing plans to promote and value diversity, equity, and inclusion principles in the workplace.

Additional Information

Position Information

This is a Career Indefinite position, open to Lab employees and external candidates.

Why Lawrence Livermore National Laboratory?

• Included in 2024 Best Places to Work by Glassdoor!
• Flexible
• 401(k)
• Relocation Assistance
• Education Reimbursement Program
• Flexible schedules (*depending on project needs)
• Inclusion, Diversity, Equity and Accountability (IDEA) - visit
• Our core beliefs - visit
• Employee engagement - visit

Security Clearance

This position requires an active Department of Energy (DOE) Q-level clearance or active Top Secret clearance issued by another government agency at time of hire.

Pre-Employment Drug Test

External applicant(s) selected for this position must 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.

Pre-Placement Medical Exam

A job related pre-placement medical examination may be required.

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