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

About the role

The Engineering Principal Associate Director's Office (PADO) seeks an Executive Assistant to support the Principal Deputy Principal Associate Directors (PDPADs), Deputy Principal Associate Directors (DPADs), and supporting staff. This position offers a hybrid schedule, allowing flexibility to work from home one or more days per week.

Responsibilities

• Represent the PADO in daily administrative matters, clarifying, coordinating, communicating, and disseminating information on behalf of the PAD, and serving as an additional 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 engineering senior leaders' complex calendars with authority to commit time.
• Cover 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 leadership.
• Review documents submitted for PAD signature for completeness and accuracy, as well as compose correspondence for management including sensitive personnel information, reports, agendas, and memoranda.
• Arrange/coordinate domestic and foreign travel for senior leaders 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.

Requirements

• 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; demonstrated advanced level ability 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 PDPAD and Directorate Office with all levels of management, both internal and external to the Laboratory.

Qualifications

• Broad knowledge of Laboratory mission, business, and operations.
• Experience with LLNL systems: TIME, LEAP, LAPIS, LTRAIN, Cliqbook, ePay, eCaps, and FTS.
• Experience using Outlook, SharePoint, MS Teams, and Webex.
• Experience using AI tools to improve productivity, analyze information, automate routine tasks, or support decision-making.
• Experience working in a classified environment.

Skills

• Fast, accurate keyboarding and excellent grammar, proofreading, and editing skills.
• Advanced problem-solving and decision-making skills.
• 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.

Benefits

Not specified.

Pay

$94,560 - $115,778 Annually

Schedule

Hybrid schedule, allowing flexibility to work from home one or more days per week.