Administrative Assistant III

About the role

5-6 month contract with extension possibility
Location - Berkeley, CA
Lawrence Berkeley National Laboratory
$48.62 per hour plus benefits
Administrative Assistant III

Responsibilities

• Provide a wide range of administrative support to the division by assessing priorities to ensure accuracy and timely completion of complex tasks ensuring excellent customer service to visitors and colleagues.
• Report to supervisor
• Serve as point of contact with all Division Group Leaders
• Work closely in collaboration with the HR Recruiter and Hiring Manager, schedule interviews and seminars
• Manage complex calendars, independently setting priorities when scheduling conflicting appointments
• Ensure deadlines are met; keep management and staff informed on key issues
• Cook up logistics for events such as formal reviews, workshops, small conferences, and program/technical meetings (including logistical planning)
• Arrange and process complex domestic and foreign travel with complicated itineraries
• Prepare for new employees, affiliates, visitors, and guests by completing online request forms and tracking for completeness
• Compose, draft, and prepare unique correspondence and memoranda; compose correspondence on own initiative for management signature, including sensitive personnel information
• Perform multiple concurrent tasks, determine actions required, provide follow through, and respond to inquiries
• Establish and maintain effective tracking systems
• Aid with property and space projects
• Track supply inventory and maintain appropriate levels of stock for regularly used items
• Ensure operation of office equipment; troubleshoot malfunctions and/or call for repairs
• Anticipate, identify and recommend appropriate actions and solutions to solve complex administrative problems for the Division
• Follow up on procurement requests, submit and follow-through on check requests and purchase requisitions.
• Division Web Assistant

Qualifications

• Minimum of 6 years of experience providing administrative support to various levels of staff in an environment similar to that of technology, research and or academia
• Administrative experience and skills (word processing software, email systems and internet search engines)- Technical proficiency in Microsoft Suite.
• Experience scheduling meetings and events using Google Calendar
• Experience tracking, compiling and monitoring data and results
• Strong analytical, arithmetic, written composition, computer skills, responsiveness and follow through.
• Effective organizational skills including the coordination of multiple activities and ability to independently determine and set priorities and goals with limited task definition
• Demonstrated effective communication and interpersonal skills, effective teamwork, positive interpersonal relationships and collaboration
• Experience working in an environment with changing deadlines, instructions, priorities, frequent interruptions and short deadlines
• Effective customer service skills and ability to work with all levels of staff in a diverse environment
• Experience coordinating events including logistics, catering, and compiling materials for attendees
• Experience arranging travel and processing expense reports
• Organizational skills, attention to detail, accuracy, responsiveness and follow through
• Demonstrated ability to prioritize and manage multiple, complex tasks with changing priorities
• Experience functioning effectively as a team member demonstrating initiative, flexibility, resourcefulness, organization
• Ability to learn and consistently apply knowledge of relevant Berkeley Lab policies and procedures.
• Familiarity with delivery of support services in the Laboratory or scientific environment
• Experience or familiarity with management of SmartSheet forms (creation /edits)
• Experience or familiarity with Zoom meetings
• Experience in or familiarity with Department of Energy (DOE), Berkeley Lab

Pay

$0 - $48.62 per hour