Outreach & Events Coordinator

Join us and make your mark on the world! Lawrence Livermore National Laboratory (LLNL) advances science and technology to strengthen U.S. security and promote global stability. Our mission spans nuclear deterrence, threat preparedness, energy security, and multi-domain defense, empowering teams to tackle today’s and tomorrow’s toughest challenges. With a culture built on innovation and operational excellence, LLNL is where your expertise can drive real impact.

About the role

We are seeking an Events & Outreach Coordinator to work in a dynamic, fast-paced environment within the Academic Engagement Office (AEO). You will plan and execute engagement events, outreach activities, visits, and meetings, coordinating multiple assignments, tracking actions and deliverables, and responding to inquiries. This role involves frequent interaction with senior managers within the Office of the Deputy Director for Science and Technology (DDST), academia, and other key stakeholders. You will report to the DDST Administrator and may be hired at either of two levels, with additional responsibilities assigned at the higher level.

This position offers a hybrid schedule, blending in-person and virtual presence, with flexibility to work from home one or more days per week based on business needs.

Responsibilities

• Lead administrative, operational, and project coordination for events, outreach activities, visits, meetings, and related AEO initiatives, including tracking requests, action items, schedules, logistics, and follow-up.
• Lead the coordination and execution of the Institutional Postdoc Poster Symposium and Research SLAM, managing all aspects of the participant and visitor experience from invitation through day-of event activities.
• Coordinate university visits, postdoc engagement activities, and high-visibility internal institutional events, including logistics, schedules, materials, badging, audiovisual readiness, and follow-up.
• Coordinate the Lawrence Fellowship annual process and lifecycle.
• Support preparation and distribution of communications products, including email announcements, flyers, signage, event promotions, and related materials.
• Independently coordinate information, respond to inquiries, and prepare schedules, reports, correspondence, planning materials, and related documentation.
• Support development of draft agendas, planning materials, and coordination timelines for visits, meetings, events, and reviews; collaborate with senior management and stakeholders to gather input and ensure materials are complete and timely.
• Perform other duties as assigned.

Additional Responsibilities at the A01.3 Level

• Coordinate complex administrative and operational activities in support of events, outreach efforts, and visits, including development of schedules, tracking tools, planning materials, and status updates for management.
• Research, coordinate, and help resolve complex administrative, event, visit, and outreach issues; serve as a primary point of contact to ensure actions are tracked and appropriately handled.
• Provide input on budgets and resource planning related to events, meetings, visits, outreach activities, and associated support needs.

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 administrative, operational, or project coordination support for areas such as outreach, events, meetings, and visits.
• Experience leading and coordinating workflows, action items, requests, and deliverables in a dynamic environment.
• Experience supporting communications materials and distribution processes.
• Experience coordinating meetings, seminars, events, or visit logistics, including scheduling, facility preparation, presentation materials, audiovisual support, and follow-up.
• Demonstrated ability to independently prioritize and manage multiple complex and frequently shifting assignments, assess and resolve issues, exercise sound judgment, and implement effective solutions.
• Advanced computer skills in Microsoft Office applications, including preparation of spreadsheets, reports, presentations, and correspondence.
• Excellent interpersonal, verbal, and written communication skills, with strong customer service skills and the ability to work effectively with a wide range of stakeholders.
• Ability to lift and carry 20 pounds, including event supplies and materials; push and pull carts of supplies, catering, and similar items.

Additional Qualifications at the A01.3 Level

• Associate’s degree in a business-related field, or equivalent combination of significant experience and education in a related area.
• Experience coordinating high-visibility events, employee engagement activities, outreach programs, visits, workshops, conferences, or special events.
• Experience leading and coordinating complex projects and events with multiple stakeholders, including developing schedules and workflows, tracking deliverables, managing competing priorities, and ensuring timely communication of project status, budget, risks, and next steps to management and partners.
• Experience measuring project or operational results, gathering and incorporating stakeholder feedback, and using lessons learned to improve planning, deliverables, and overall effectiveness.
• Significant experience working closely with and representing senior management or executives to diverse internal and external contacts, and communicating management direction clearly, diplomatically, and effectively.

Skills We Desire

• Broad institutional knowledge of the Laboratory, its programs, and organizational structure.
• Experience working with the LLNL Protocol Office and other high-visibility institutional partners.
• Proficiency with LLNL standard software and systems used to support visits, meetings, and events, such as the Visitor Tracking System (VTS), Livermore Electronic Access Portal (LEAP), catering, Foreign Travel System (FTS), Cvent, WebEx, Zoom, and Teams.

Pay

$94,560 - $115,728 annually for the A01.2 level

$113,400 - $138,888 annually for the A01.3 level

This is the lowest to highest salary we in good faith believe we would pay for this role at the time of this posting; pay will not be below any applicable local minimum wage. An employee’s position within the salary range will be based on several factors including, but not limited to, specific competencies, relevant education, qualifications, certifications, experience, skills, seniority, geographic location, performance, and business or organizational needs.

Benefits

• Flexible benefits package
• 401(k)
• Relocation assistance
• Education reimbursement program
• Flexible schedules (*depending on project needs)