Executive Assistant - Directors Office

We have an opening for an Executive Assistant to provide executive level administrative support to senior level advisors and managers within the Directors Office suite. 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 pointofcontact for the area and manager supported; interface with seniorlevel internal and external personnel to exchange gather and disseminate information. This position is within the Directors Office. This position will report to the Directors Office Administrator.

You will

• Represent senior level advisors and managers and independently set priorities when committing the managers time; organize and coordinate complex and often confidential calendars.
• Clarify coordinate communicate and disseminate information on behalf of senior advisors and other senior managers; often independently assess and respond to inquiries prioritize actions followup 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 institutional organizational charts 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 and coordinate high level annual events at times using hybrid and Webex options; develop agendas and identify and contact meeting attendees; provide information for meetings or visits badging clearance transfers with government facilities.
• Arrange complex foreign and domestic travel and independently adjust complex itineraries as required.
• Initiate and compose original and sensitive correspondence memoranda reports presentations and agendas on behalf of the senior executives.
• Review track and update documents including delegation memos submitted for managers signature across the institution for completeness and accuracy.
• Screen calls and visitors respond to questions resolve administrative issues and assist and back up other administrative personnel in the office.
• Manage complex and often confidential files; determine retention/destruction status of documents using Laboratory guidelines.
• Perform other duties as assigned.

Qualifications :

• Active Department of Energy (DOE) Qlevel clearance or active TopSecret clearance issued by another U.S. government agency.
• Advanced experience providing executive assistant support to senior management/executives and representing senior management/executives to diverse internal and external contacts.
• Advanced executive assistant knowledge and skills 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 institutional organization charts using PowerPoint or similar software and experience using Excel.
• Experience coordinating and leading administrative projects; demonstrated analytical problemsolving and decisionmaking 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 fastpaced environment with short deadlines and frequent interruptions.
• Advanced communication skills to effectively interact and represent senior executives with all levels of management both internal and external to the Laboratory.
• Advanced experience with domestic and foreign travel and reimbursement systems.
• Knowledge of appropriate handling of sensitive and/or classified documents and protection; experience working effectively with sensitive issues and exercising judgment and discretion.

Qualifications We Desire

• Knowledge of Laboratory business operations and organization; demonstrated knowledge of external organizations related to (DO/PAD/Directorate) business.
• Knowledge and understanding of the Laboratorys policies and procedures.
• Knowledge of various LLNLspecific administrative tools and applications (LEAP LTRAIN ePAY TIME LAPIS etc.

Additional Information :

All your information will be kept confidential according to EEO guidelines.

Position Information

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

Why Lawrence Livermore National Laboratory

• Included in 2025 Best Places to Work by Glassdoor!
• Flexible Benefits Package
• 401(k)
• Relocation Assistance
• Education Reimbursement Program
• Flexible schedules *depending on project needs)
• Our values visit  Clearance

  This position requires an active Department of Energy (DOE) Llevel or Qlevel clearance or an active Secret or Top Secret clearance issued by another U.S. government agency at time of hire. 

  PreEmployment Drug Test

  External applicant(s) selected for this position must pass a postoffer preemployment drug test. This includes testing for use of as Federal Law applies to us as a Federal Contractor.

  Wireless and Medical Devices

  Per the Department of Energy (DOE) Lawrence Livermore National Laboratory must meet certain restrictions with the use and/or possession of mobile devices in Limited Areas. Depending on your job duties you may be required to work in a Limited Area where you are not permitted to have a personal and/or laboratory mobile device in your possession.  This includes but not limited to cell phones tablets fitness devices wireless headphones and other Bluetooth/wireless enabled devices.  

  If you use a medical device which pairs with a mobile device you must still follow the rules concerning the mobile device in individual sections within Limited Areas.  Sensitive Compartmented Information Facilities require separate approval. Hearing aids without wireless capabilities or wireless that has been disabled are allowed in Limited Areas Secure Space and Transit/Buffer Space within buildings.

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  We are an equal opportunity employer that is committed to providing all with a work environment free of discrimination and harassment. 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 pregnancy protected veteran status age citizenship or any other characteristic protected by applicable laws.

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  Remote Work :

  No

  
  

  Employment Type :

  Fulltime