Engineering Principal Associate Director's Executive Assistant - Active Security Clearance Required

About the role

The Engineering Principal Associate Director's Office seeks an Executive Assistant to support the Principal Associate Director (PAD) and supporting staff. This position offers a hybrid schedule, blending in-person and virtual presence.

Responsibilities

• Represent the Principal Associate Director (PAD) in daily administrative matters, clarifying, coordinating, communicating, and disseminating information on behalf of the PAD, and serve as a central 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 PAD’s complex calendar 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 Management.
• Review documents submitted for PAD signature for completeness and accuracy, as well as compose correspondence for management and own signature including sensitive personnel information, reports, agendas, and memoranda.
• Arrange/coordinate foreign and domestic travel for the PAD and staff, 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.

Qualifications

• 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; advanced experience using personal computers and associated software.
• 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 PAD and Directorate Office with all levels of management, both internal and external to the Laboratory.

Additional Qualifications

• Broad experience providing support to senior management, including coordinating and leading administrative projects.
• Ability to prioritize and resolve complex or sensitive matters with minimal direction.
• Expertise in preparing presentations using PowerPoint or similar software; experience using Excel.
• Broad experience identifying, evaluating, and implementing technology solutions to improve business processes and administrative efficiency; demonstrated ability to leverage AI tools and emerging technologies to enhance productivity.

Pay

This position is offered at two levels: A03.2 ($94,560 - $115,778 Annually) and A03.3 ($113,400 - $138,888 Annually).

Schedule

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