Field Intelligence Element (Fie) Executive Assistant/Office Manager

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 important for continued success of the Laboratory’s mission.
Pay Range
$87,450 - $130,236 Annually
$87,450 - $108,564 Annually for the A01.2 level
$104,910 - $130,236 Annually for the A01.3 level
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/Office Managerto provide executive level administrative support to the Field Intelligence Element (FIE) Director. You will perform a full range of advanced, diverse, and complex executive assistant services in a highly visible, fast-paced environment. You will also serve as a point-of-contact for the area and manager supported; interface with senior-level internal and external personnel to exchange, gather and disseminate information. This position is in the Global Security Directorate. This position will be filled at either level based on knowledge and related experience as assessed by the hiring team. Additional job responsibilities (outlined below) will be assigned if hired at the higher level.
You will

• Represent the FIE Director and independently set priorities when committing the manager’s time; organize and coordinate complex and often confidential calendars.
• Clarify, coordinate, communicate, and disseminate information on behalf of the FIE Director and other senior managers; often independently assess and respond to inquiries, prioritize actions, follow-up and ensure resolution on a wide variety of issues.
• Compile, coordinate, proof, format, edit, and finalize a variety of documents and email messages, most of which contain sensitive or privileged information, including correspondence, itineraries, reports, presentations, complex forms, and talking papers for management.
• Conduct preliminary research, make requests for information, compile and coordinate internal and external information on a variety of business, operational and administrative topics.
• Plan and coordinate a variety of internal/external meetings; develop agendas and identify and contact meeting attendees; provide information for meetings or visits; commit funds for accommodations and meeting locations.
• Arrange complex domestic and international travel and independently adjust complex itineraries.
• Initiate and compose original and sensitive correspondence, memoranda, reports, and agendas on behalf of the FIE Director and other senior managers.
• Monitors complex and often confidential files; determine retention/destruction status of documents using Laboratory guidelines.
• Perform other duties as assigned.

Additional job responsibilities, at the A01.3 level

• Serve as an advisor. Assess adherence to policies and procedures, ensure consistency, develop complex strategies, and implement corrective actions. Provide summaries for management review, make recommendations, and escalate issues to management.
• Independently prepare responses and deliverables on behalf of the FIE Director and FIE Management team.
• Research process or workflow within FIE Operations to identify root cause of problems and identify alternatives; work with management to recommend changes, establish best practices and metrics.
• Establish and maintain complex databases, spreadsheets, and tracking systems to monitor action items and ensure they are completed by the required due date and follow up on pending items. Conducts data analysis and presents findings and recommendations.
• Back up the FIE Operations Sr. Administrator and supervise FIE administrative specialists.

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 and the ability to obtain and maintain a SCI level access.
• Experience providing executive assistant support to senior management/ executives; experience representing senior management/executives to diverse internal and external contacts.
• Experience working at a fast paced, enterprise organization.
• Proficient executive assistant skills and experience including fast, accurate keyboarding and excellent grammar, proofreading, and editing skills; working knowledge and experience with personal computers and associated software; including expertise in preparing presentations using PowerPoint or similar software and experience using Excel.
• 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.
• Proficient 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.
• Proficient communication skills to effectively interact and represent the FIE Director with all levels of management, both internal and external to the Laboratory.
• Knowledge of appropriate handling of sensitive and/or classified documents and protection; experience working effectively with sensitive issues and exercising judgment and discretion.

Additional qualifications at the A01.3 level

• Associate of Arts Degree (AA) in a related field or equivalent combination of significant experience and education in a related business, operational and/or organizational area.
• Broad operational knowledge of business/operations, organizational, and industry practices with experience applying analytical and research skills; experience resolving complex administrative issues.
• Experience participating and leading business, operational and organizational activities and participating in a variety of organizational projects and project coordination. Experience researching, interpreting, and applying a wide variety of policies and procedures and ability to influence and build consensus for change management.
• Supervisory experience with demonstrated leadership and team building skills to effectively build and supervise the administrative personnel who support multidisciplinary groups.

Additional Information
All your information will be kept confidential according to EEO guidelines.
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 an active Department of Energy (DOE) Q-level clearance or active Top Secret clearance issued by another U.S. government agency at time of hire.
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.
Pre-Placement Medical Exam
A job related pre-placement medical examination may be required.
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.