Executive Assistant for Weapon Technologies and Engineering (WTE) - Active Clearance Required

Company Description

Join us and make YOUR mark on the World!

Are you interested in joining some of the brightest talent in the world to strengthen the United States’ security? Come join Lawrence Livermore National Laboratory (LLNL) where our employees apply their expertise to create solutions for BIG ideas that make our world a better place.

We are looking for individuals that demonstrate an understanding of working in partnership with team peers, who engage, advocate, and contribute to building an inclusive culture, and provide expertise to solve challenging problems.

Pay Rate

$87,450 - $108,564 Annually

Please note that the pay range information is a general guideline only. Many factors are taken into consideration when setting starting pay including education, experience, the external labor market, and internal equity.

Job Description

We have openings for an Executive Assistant to provide executive level administrative support to multiple Weapon Technologies and Engineering (WTE) Associate Program Directors (APD). You will be an integral member of a highly dynamic office and will work with management to track deliverables and respond to our stakeholders. Interactions will be at all levels of management both internal and external to Strategic Deterrence (SD) and the Laboratory, to include the DOE and DoD communities and various NNSA sites. These positions are in the Strategic Deterrence (SD) Directorate.

This position offers a hybrid schedule, blending in-person and virtual presence. You will have the flexibility to work from home one or more days per week.

In this role, you will

• Represent APDs in daily administrative matters, clarifying, coordinating, communicating, and disseminating information on behalf of the APDs and Program Office. Serve as an administrative point-of-contact for the Program areas assigned, interacting with all levels of personnel, both internal and external;
• Organize, prioritize, and coordinate complex calendars with authority to commit time and 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;
• Arrange complex domestic and international travel and independently adjust complex itineraries;
• Prepare APDs with relevant materials (to include background and talking points) in advance of stakeholder engagements;
• Review documents submitted for signature for completeness and accuracy, as well as compose correspondence for management including sensitive personnel information, reports, and memorandum;
• Conduct preliminary research, make requests for information, compile and coordinate internal and external information on a variety of business, operational and administrative topics;
• Review and answer email inquiries on behalf of APDs 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;
• Serves as the executive point of contact for the APDs supported and interface with senior-level personnel to exchange, gather, and disseminate information;
• Back-up other WTE Program administrative team members as necessary;
• Promote and support plans to promote and foster a culture of inclusion, diversity, equity, and accountability within the program;
• 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;
• Advanced executive assistant skills and experience including fast, accurate keyboarding and excellent grammar, proofreading, and editing skills; expert ability with personal computers, the Microsoft Office Suite, and other associated software; expertise in preparing presentations using PowerPoint or similar software; advanced experience using Excel;
• Excellent 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 interpersonal skills and experience utilizing judgment and discretion when handling sensitive and confidential issues and experience effectively communicating a wide range of topics to diverse internal and external contacts;
• Excellent writing skills for developing formal correspondence, agendas, reports and procedures with accuracy and attention to details;
• Knowledge of appropriate handling of sensitive and classified documents;
• Experience arranging domestic and/or foreign travel.

Qualifications We Desire:

• Experience in a scientific or technical program;
• Broad, institutional knowledge of the Laboratory and its programs;
• Demonstrated ability/commitment to valuing diversity, equity, and inclusion principles in the workplace.

Additional Information

#PT

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 Benefits Package;
• 401(k);
• Relocation Assistance;
• Education Reimbursement Program;
• Flexible schedules (*depending on project needs);
• Inclusion, Diversity, Equity and Accountability (IDEA) - visit https://www.llnl.gov/diversity;
• Our core beliefs - visit https://www.llnl.gov/diversity/our-values;
• Employee engagement - visit https://www.llnl.gov/diversity/employee-engagement.

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.

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.

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.

Pre-Placement Medical Exam

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

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To learn more about recruitment scams: https://www.llnl.gov/sites/www/files/2023-05/LLNL-Job-Fraud-Statement-Updated-4.26.23.pdf

Equal Employment Opportunity

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.

We invite you to review the Equal Employment Opportunity posters which include EEO is the Law and Pay Transparency Nondiscrimination Provision.

Reasonable Accommodation

Our goal is to create an accessible and inclusive experience for all candidates applying and interviewing at the Laboratory. If you need a reasonable accommodation during the application or the recruiting process, please use our online form to submit a request.

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