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Executive Assistant - Active Security Clearance Required

Company: Lawrence Livermore National Laboratory
Location: Livermore
Posted on: February 25, 2021

Job Description:

Job DescriptionThe Director's Office has an opening for an Executive Assistant to provide executive level administrative support to the Director's Chief of Staff (COS) and the Director for Planning, Analysis, and Evaluation, as well as supplemental administrative support to senior managers within the Office of the Director. You will serve as a point of contact both internally and externally, often representing the Director, as well as the COS, and will interface with senior level internal personnel and external contacts, including dignitaries, to gather, exchange and disseminate information. Your responsibilities will encompass a full range of advanced, diverse, and complex executive assistant functions in a highly visible environment. This position is in the Director's Office.In this role you will * Represent the Director's Office in daily interactions with senior management/executives both internal and external to the Laboratory. Serve as back-up to the Director's Executive Assistance in her absence, in support of the Director. Provide executive level support to the Director's Office executive team. Independently set priorities when committing the COS' time; organize and coordinate complex and often confidential calendars. * Independently clarify, compile, edit, coordinate, finalize, and disseminate information on behalf of the COS and other senior managers in support of the Director; assessing and responding to inquiries, prioritizing actions, following-up, and ensuring resolution on a wide variety of issues. * Conduct research, make requests for information, compile, and coordinate internal and external information on a variety of business, operational, and administrative topics and manage complex and often confidential files; determine retention/destruction status of documents using Laboratory guidelines.* Schedule, plan, organize and coordinate a variety of internal/external meetings and conferences, including the weekly Senior Management Team Meetings and Offsites; collaborate with COS to develop agendas and identify and coordinate meeting attendees and presentation materials; responsible for distributing and tracking meeting notes and action items through completion; balancing and prioritizing required monthly updates.* Prepare new and renewing Consultant Agreements for several D.O. Consultants, including processing claims; this includes support to retirees under the COS oversight.* Arrange and approve complex domestic and international travel and independently make complex itinerary adjustments as required.* Initiate and compose original and sensitive correspondence, memoranda, including Delegations of Authorities, reports and agendas on behalf of the COS in support of the Director. * Manage confidential documents, including incoming correspondence on behalf of the COS in support of the Director; determine priorities, routing needs.* Perform other duties as assigned.Qualifications* This position requires 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.* Significant experience providing executive assistant support to Laboratory senior management/executives; experience representing senior management/executives to diverse internal and external contacts.* Comprehensive knowledge of Laboratory business, operations, and program/discipline organizations; knowledge of external organizations at the local, State and National levels.* Advanced executive assistant skills and significant experience creating draft document, using excellent grammar, proofreading, and editing skills; exceptional skills and experience with personal computers and associated software including Microsoft Word, Excel and PowerPoint;.* Significant 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 and the ability to prioritize multiple and complex tasks and work effectively in a fast-paced environment, with short deadlines and frequent interruptions.* Demonstrated advanced communication skills to effectively interact and represent the Director's Office with all levels of management, both internal and external to the Laboratory. Experience effectively working with sensitive issues and exercising judgment and discretion using political acumen.* Demonstrated knowledge of appropriate handling of sensitive and/or classified documents and protection; experience working effectively with sensitive issues and exercising judgment and discretion.* Knowledge and understanding of the Laboratory's policies and procedures. Knowledge of appropriate handling of sensitive and/or classified documents and protection.Additional InformationWhy Lawrence Livermore National Laboratory?* Included in 2021 Best Places to Work by Glassdoor!* Work for a premier innovative national Laboratory* Comprehensive Benefits Package* Flexible schedules (*depending on project needs)* Collaborative, creative, inclusive, and fun team environmentLearn more about our company, selection process, position types and security clearances by visiting our Career site.Security ClearanceLLNL is a Department of Energy (DOE) and National Nuclear Security Administration (NNSA) Laboratory. Most positions will require a DOE L or Q clearance (please reference Security Clearance requirement). 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. In addition, all L or Q cleared employees are subject to random drug testing. An L or Q clearance requires U.S. citizenship. If you hold multiple citizenships (U.S. and another country), you may be required to renounce your non-U.S. citizenship before a DOE L or Q clearance will be processed/granted. For additional information please see DOE Order 472.2.Pre-Employment Drug TestExternal applicant(s) selected for this position will be required to 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.Pre-Placement Medical ExamA job related pre-placement medical examination may be required.Equal Employment OpportunityLLNL is an affirmative action and equal opportunity employer that values and hires a diverse workforce. 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.If you need assistance and/or a reasonable accommodation during the application or the recruiting process, please submit a request via our online form.California Privacy NoticeThe 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.Company DescriptionJoin 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 looking for individuals that demonstrate an understanding of working in partnership with team peers, who engage, advocate, and contribute to building an inclusive culture, and provide expertise to solve challenging problems.

Keywords: Lawrence Livermore National Laboratory, Livermore , Executive Assistant - Active Security Clearance Required, Other , Livermore, California

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