Executive Assistant - Materials Science Division

Join Lawrence Livermore National Laboratory (LLNL) and contribute to impactful work advancing science and technology in nuclear deterrence, threat preparedness, energy security, and multi-domain defense. Our culture thrives on innovation and operational excellence, offering an environment where your expertise can drive real-world change.

About the Role

We have an opening for an Executive Assistant in the Physical and Life Sciences (PLS) Directorate, directly supporting the Division Leader (DL) in the Materials Science Division (MSD). This role provides a full range of intermediate, diverse, and moderately difficult executive and general administrative services in a fast-paced environment. You will serve as a point-of-contact and trusted partner for the DL, interfacing with internal and external personnel at various levels to exchange, gather, and disseminate information.

This position may offer a hybrid schedule, including the flexibility to work from home one or more days per week after a probationary period. The specifics of the hybrid schedule may vary based on team and organizational needs.

Responsibilities

• Represent managers in daily interactions across the PLS Directorate and with various levels of LLNS employees, following established policies, practices, and procedures.
• Partner with administrative colleagues within MSD and PLS, providing backup support to their programs and managers as needed.
• Independently set priorities when managing the managers’ time, anticipating their needs, and organizing and coordinating confidential calendars.
• Clarify, coordinate, communicate, and disseminate information on behalf of MSD managers as needed.
• Initiate, compile, coordinate, proof, format, edit, and finalize a variety of documents and email messages, including correspondence, itineraries, reports, and presentations for MSD managers.
• Assist with organizing internal and external meetings, including developing agendas and determining and contacting attendees.
• Make travel arrangements, including international travel.
• Conduct preliminary research, compile, and coordinate internal and external information on business, operational, and administrative topics.
• Manage confidential files using Laboratory guidelines to determine retention and destruction status of documents.
• Perform other duties as assigned.

Requirements

• 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 executive assistant support to senior management/executives, including coordinating and leading administrative projects.
• Experience representing senior management/executives to diverse internal and external contacts and communicating their direction.
• Executive assistant skills, including knowledge of software packages for preparing presentations, documents, and reports.
• Effective communication skills, using judgment, tact, and diplomacy to handle urgent and sensitive topics.
• Strong administrative and organizational skills, including accurate keyboarding, editing, grammar, and proofreading; detail orientation; flexibility; and the ability to prioritize, anticipate, identify, and resolve problems in a fast-paced environment with short deadlines and frequent interruptions.
• Knowledge of the business, operations, and organization of the supported area, as well as external organizations related to it.
• Knowledge of appropriate handling of sensitive and/or classified documents and experience working with sensitive issues.

Qualifications We Desire

• Knowledge and understanding of the Laboratory’s policies and procedures.

Pay

$82,140 - $100,608 annually. This is the lowest to highest salary we in good faith believe we would pay for this role at the time of posting. An employee’s position within the salary range will be based on factors including competencies, education, qualifications, certifications, experience, skills, seniority, geographic location, performance, and business needs.

Schedule

This is a Flexible Term appointment, which is for a definite period not to exceed six years. If the final candidate is a Career Indefinite employee, Career Indefinite status may be maintained (should funding allow).

Benefits

• Flexible Benefits Package
• 401(k)
• Relocation Assistance
• Education Reimbursement Program
• Flexible schedules (*depending on project needs)

For more details on our values, visit LLNL Values.