Energy & Homeland Security Program Executive Assistant

Company Description

Join us and make YOUR mark on the World!

Are you interested in joining some of the brightest talent in the world to strengthen the United States' security? Come join Lawrence Livermore National Laboratory (LLNL) where our employees apply their expertise to create solutions for BIG ideas that make our world a better place.

We are committed to a diverse and equitable workforce with an inclusive culture that values and celebrates the diversity of our people, talents, ideas, experiences, and perspectives. This is essential to innovation and creativity for continued success of the Laboratory's mission.

Pay Range:

$87,450 - $108,564 Annually

Please note that the pay range information is a general guideline only. Many factors are taken into consideration when setting starting pay including education, experience, the external labor market, and internal equity.

Job Description

We have an opening for an Executive Assistant to the Program Manager, Deputy Program Manager, and Chief Engineer in the Energy and Homeland Security (E) Program of the Global Security Principal Associate Directorate. E Program develops innovative multidisciplinary science and technology solutions for reliable clean energy supply, resilient infrastructure, domestic and cyber security, and defense systems. In this role you will provide a full range of advanced, diverse, and complex executive assistant services in a fast-paced environment. You will serve as a point-of-contact and trusted partner for the senior leadership team and interface with senior-level internal and external personnel to exchange, gather and disseminate information.

In this role, you will

• Represent Program and Deputy Program Managers in daily interactions across the Program, to senior management across the Laboratory, sponsor offices in the Department of Energy (DOE), Department of Homeland Security (DHS), Department of Defense, State of California and other local agencies, and industry partners amongst others.

• Independently set priorities when committing the managers' time anticipating their needs; organize and coordinate complex, high level, and often confidential calendars.

• Clarify, compile, coordinate, communicate, and disseminate information on behalf of the senior management team.

• Compile, coordinate, proof, format, edit, and finalize a variety of data, including documents and email messages, most of which contain sensitive or privileged information, including correspondence, itineraries, reports, presentations, complex forms, and talking papers for management.

• Independently assist senior management team in planning and coordinating a variety of internal/external meetings, reviews, seminars, and events; develop agendas and identify and contact meeting attendees; and serve as administrative lead.

• Initiate and compose original and sensitive correspondence, memoranda, reports, and agendas on behalf of the senior management team. Manage complex and often confidential files; determine retention/destruction status of documents using Laboratory guidelines.

• Arrange complex domestic and international travel, and independently adjust complex itineraries as priorities evolve and change.

• Conduct preliminary research, make requests for information, compile and coordinate internal and external information on a variety of business, operational and administrative topics.

• Partner with executive assistant counterparts from Global Security and across the Laboratory.

• Recognize, create, and implement plans to promote and foster a culture of inclusion, diversity, equity, and accountability.

• Perform other duties as assigned.

Qualifications

• Ability to secure and maintain a U.S. DOE Q-level clearance which requires U.S. citizenship.

• Advanced experience providing executive assistant support to senior management/executives; experience representing senior management/executives to diverse internal and external contacts.

• Advanced experience in identifying and implementing technology solutions to automate administrative processes using a variety of software packages and database approaches. Expert use of MS Office applications, including experience developing complex reports using Excel for use in management decision making, including excellent grammar, proofreading, and editing skills.

• Advanced experience coordinating and leading administrative projects; demonstrated analytical, problem-solving, and decision-making skills necessary to independently identify and recommend appropriate actions and solutions to administrative issues.

• Advanced organizational skills, attention to detail, accuracy, follow through, and reliability.

• Advanced ability to prioritize multiple and complex tasks and work effectively in a multitask environment of rapidly changing priorities, short deadlines, and frequent interruptions.

• Advanced communication skills to effectively interact and represent the office and Program and Deputy Program Managers with all levels of management, both internal and external to the Laboratory.

• Demonstrated ability to be self-motivated and flexible, exercising a high degree of discretion and mature judgment in handling business sensitive and/or classified information and protection as well as experience working effectively with sensitive issues.

Qualifications We Desire

• 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.

• Broad and in-depth knowledge of Laboratory business, operations, and program/discipline organizations; demonstrated knowledge of external organizations at the local, State and National levels.

Additional Information

All your information will be kept confidential according to EEO guidelines.

#smartjobs

Position Information

This is a Career Indefinite position, open to Lab employees and external candidates.

Why Lawrence Livermore National Laboratory?

• Included in 2024 Best Places to Work by Glassdoor!

• Flexible Benefits Package

• 401(k)

• Relocation Assistance

• Education Reimbursement Program

• Flexible schedules (*depending on project needs)

• Inclusion, Diversity, Equity and Accountability (IDEA) - visit https://www.llnl.gov/diversity

• Our core beliefs - visit https://www.llnl.gov/diversity/our-values

• Employee engagement - visit https://www.llnl.gov/diversity/employee-engagement

Security Clearance

This position requires a Department of Energy (DOE) Q-level clearance. If you are selected, we will initiate a Federal background investigation to determine if you meet eligibility requirements for access to classified information or matter. Also, all L or Q cleared employees are subject to random drug testing. Q-level clearance requires U.S. citizenship.

Pre-Employment Drug Test

External applicant(s) selected for this position must pass a post-offer, pre-employment drug test. This includes testing for use of marijuana as Federal Law applies to us as a Federal Contractor.

How to identify fake job advertisements

Please be aware of recruitment scams where people or entities are misusing the name of Lawrence Livermore National Laboratory (LLNL) to post fake job advertisements. LLNL never extends an offer without a personal interview and will never charge a fee for joining our company. All current job openings are displayed on the Career Page under "Find Your Job" of our website. If you have encountered a job posting or have been approached with a job offer that you suspect may be fraudulent, we strongly recommend you do not respond.

To learn more about recruitment scams: https://www.llnl.gov/sites/www/files/2023-05/LLNL-Job-Fraud-Statement-Updated-4.26.23.pdf

Equal Employment Opportunity

We are an equal opportunity employer that is committed to providing all with a work environment free of discrimination and harassment. All qualified applicants will receive consideration for employment without regard to race, color, religion, marital status, national origin, ancestry, sex, sexual orientation, gender identity, disability, medical condition, pregnancy, protected veteran status, age, citizenship, or any other characteristic protected by applicable laws.

We invite you to review the Equal Employment Opportunity posters which include EEO is the Law and Pay Transparency Nondiscrimination Provision.

Reasonable Accommodation

Our goal is to create an accessible and inclusive experience for all candidates applying and interviewing at the Laboratory. If you need a reasonable accommodation during the application or the recruiting process, please use our online form to submit a request.

California Privacy Notice

The California Consumer Privacy Act (CCPA) grants privacy rights to all California residents. The law also entitles job applicants, employees, and non-employee workers to be notified of what personal information LLNL collects and for what purpose. The Employee Privacy Notice can be accessed here.