Senior Administrator / Executive Assistant

📁
Administrative
💼
OP-Operations
📅
88963 Requisition #

Berkeley Lab is seeking a proactive, experienced Senior Administrator to provide a comprehensive range of specialized executive-level administrative support to the Deputy Lab Director of Operations and Office of the Chief Operating Officer (COO). The ideal candidate will independently manage complex administrative activities for the Office of the COO, including managing extensive travel and scheduling, timely preparation of necessary meeting materials, along with creating, editing and reviewing correspondence and presentations. You will also be responsible for a broad range of communication and coordination activities involving Laboratory management, the Department of Energy (DOE), the University of California, other federal agencies and other national laboratories. 


You will work as a team member in the Office of the COO to achieve the goals and objectives of the office, while maintaining the trust of Laboratory management to handle confidential and sensitive information appropriately. This position is highly visible, regularly handles sensitive, confidential, and time-critical projects making discretion and diplomacy essential. This is a great opportunity to work closely with key leaders and build a rewarding career with a highly regarded research institution!


What You Will Do:

  • Expediently and effectively provide oversight for the coordination of complex and specialized administrative activities and information for the Office of the COO, and as necessary, to the Chief Laboratory Counsel and Laboratory Director’s office.

  • Manage email inbox for COO, exercising significant professional judgment and independent initiative; triage complex and sensitive incoming Operations Area and program management issues; develop and recommend solutions to complex problems; and determine appropriate course of action and execute accordingly.

  • Proactively manage and track the COO and the Deputy COO’s daily activities to assist with optimizing his schedule; ensure the COO and Deputy COO receive a complete set of briefing materials in advance of each business day. Create and compile high-quality briefing materials, meeting agendas, talking points to prepare the COO to manage his activities in an organized manner. Obtain information and follow-up actions needed after meetings and events.

  • Exercise leadership and effective communications skills when interacting with all levels within Berkeley Lab, outside organizations (e.g., DOE, University of California, and other high-profile organizations), management, and operations and scientific staff within Berkeley Lab.

  • Deliver executive-level support for the COO’s complex travel arrangements and detailed itineraries, and scheduling. Initiate visitor arrangements and coordinate briefing materials for on-site meetings and events.  

  • Ensure legal requirements for document management are understood and implemented per the appropriate applicable policies and procedures.

  • Support Operations Area-wide meetings, including all aspects of planning and executing meetings and retreats.

  • Responsible for special projects requiring independent research and analysis, data gathering, and preparing presentation materials.


What is Required:

  • Bachelor’s degree in business, finance, or other related field and at least 2 years of related and significant experience in support of an executive office; or an equivalent combination of education and experience.

  • Experience successfully interfacing and directly supporting executive/senior management and/or high-level officials in a fast-paced, high-profile environment, including highly developed sense of urgency, confidentiality and discretion.

  • Excellent organization skills with the demonstrated ability to work independently on multiple complex assignments, establish priorities with minimal direction, develop own work methods and procedures, use initiative, discretion, and judgment, and make decisions within the scope of work.

  • Demonstrated customer service skills of a very high caliber, including the ability to be professional, articulate, and concise as well as to work diplomatically with a broad range of individuals on the telephone, via email, and in-person.

  • Advanced communication skills, including ability to edit a variety of documents for grammar, syntax, style, and clarity to produce high-quality final documents.

  • Ability to appropriately follow, analyze, and interpret policies and procedures of particular governing institutions (i.e., Department of Energy, UC Berkeley and LBNL) with respect to procurement, equipment inventory, travel, space, and others as needed.

  • Proficient computer skills, including Mac and PC, Microsoft Office and Google Apps.

  • Ability to work extended hours as needed.

  • Valid CA driver's license.

  • Knowledge of DOE, Berkeley Lab and UC policies, procedures, and practices is preferred. 


For full consideration, please apply by close of business on February 18, 2020.


Notes:

  • This is a full-time career appointment, exempt (monthly paid) from overtime pay.

  • This position may be subject to a background check. Any convictions will be evaluated to determine if they directly relate to the responsibilities and requirements of the position. Having a conviction history will not automatically disqualify an applicant from being considered for employment.

  • Work will be primarily performed at Lawrence Berkeley National Lab, 1 Cyclotron Road, Berkeley, CA.


Learn About Us:


Working at Berkeley Lab has many rewards including a competitive compensation program, excellent health and welfare programs, a retirement program that is second to none, and outstanding development opportunities.  To view information about the many rewards that are offered at Berkeley Lab- Click Here.


Berkeley Lab (LBNL) addresses the world’s most urgent scientific challenges by advancing sustainable energy, protecting human health, creating new materials, and revealing the origin and fate of the universe. Founded in 1931, Berkeley Lab’s scientific expertise has been recognized with 13 Nobel prizes. The University of California manages Berkeley Lab for the U.S. Department of Energy’s Office of Science.


Equal Employment Opportunity: Berkeley Lab is an Equal Opportunity/Affirmative Action Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, age, or protected veteran status. Berkeley Lab is in compliance with the Pay Transparency Nondiscrimination Provision under 41 CFR 60-1.4.  Click here to view the poster and supplement: "Equal Employment Opportunity is the Law."


Previous Job Searches

My Profile

Create and manage profiles for future opportunities.

Go to Profile

My Submissions

Track your opportunities.

My Submissions

Similar Listings

AA-Accelerator Tech-Applied Phys

Bay Area, California, United States

📁 Administrative

Requisition #: 89625

CF-Office of Chief Financial Off

Bay Area, California, United States

📁 Administrative

Requisition #: 89683

LD-Laboratory Directorate

Bay Area, California, United States

📁 Administrative

Requisition #: 88638

Equal Employment Opportunity: Berkeley Lab is an Equal Opportunity/Affirmative Action Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, age, or protected veteran status. Berkeley Lab is in compliance with the Pay Transparency Nondiscrimination Provision under 41 CFR 60-1.4. Click here to view the poster and supplement: "Equal Employment Opportunity is the Law."

 

Privacy & Security Notice | LBNL is an E-verify Employer | Contact Us


The Lawrence Berkeley National Laboratory provides accommodation to otherwise qualified internal and external applicants who are disabled or become disabled and need assistance with the application process. Internal and external applicants that need such assistance may contact the Lawrence Berkeley National Laboratory to request accommodation by telephone at 510-486-7635, by email to eeoaa@lbl.gov or by U.S. mail at EEO/AA Office, One Cyclotron Road, MS90R-2121, Berkeley, CA 94720. These methods of contact have been put in place ONLY to be used by those internal and external applicants requesting accommodation.