Executive Admin & Calendar Specialist

SLAC National Accelerator Laboratory; Menlo Park (CA); On-site; USD 62,000 - 74,000; Full time

Job summary

SLAC National Accelerator Laboratory is seeking an Executive Administrative Associate to provide high-level administrative and operational support to senior leadership in the Director’s Office. You will independently manage calendars, coordinate meetings and events, arrange travel, and oversee financial transactions while maintaining confidentiality and building broad stakeholder relationships.

The role requires discretion, strong organizational skills, and the ability to adapt to a fast-paced

Qualifications

• High school diploma or equivalent and six years of relevant administrative experience, or a combination of education and relevant experience.
• Demonstrated experience providing advanced administrative support to senior leaders in a complex, fast-paced environment.
• Advanced proficiency with Microsoft Office applications, Google Workspace, email and calendar systems, virtual meeting platforms, and other administrative productivity tools.
• Demonstrated ability to independently manage complex calendars, coordinate high-volume scheduling, and balance multiple competing priorities.
• Strong organizational and project coordination skills, with exceptional attention to detail and follow-through.
• Excellent written and verbal communication skills, including the ability to prepare professional correspondence, presentations, and briefing materials.
• Demonstrated ability to exercise discretion, maintain confidentiality, and use sound judgment when handling sensitive information and matters.
• Strong interpersonal, customer service, diplomacy, and relationship-building skills.
• Ability to take initiative, anticipate needs, solve problems independently, and adapt effectively to changing priorities.
• Ability to work collaboratively across diverse teams and with stakeholders at all levels of the organization.

Responsibilities

• Provide high-level, proactive administrative and operational support to executive leadership in the Director’s Office.
• Independently manage multiple complex executive calendars, including high-volume scheduling, prioritization of competing requests, resolution of scheduling conflicts, and coordination across internal and external stakeholders.
• Lead planning and coordination for executive meetings, leadership forums, site visits, conferences, and special events, including agendas, attendee communications, logistics, materials, room arrangements, catering, transportation, vendor coordination, and follow-up actions.
• Anticipate the needs of executive leaders and proactively identify solutions to administrative and operational challenges.
• Prepare, edit, format, and distribute executive correspondence, presentations, briefings, meeting materials, reports, and other documents with a high degree of accuracy and professionalism.
• Coordinate travel arrangements; prepare itineraries and support travel-related logistics and expense reporting.
• Oversee and/or process complex financial and administrative transactions, including purchasing, reimbursements, invoices, expense reports, and budget tracking; research and resolve discrepancies as needed.
• Maintain accurate and organized electronic and physical records, files, and shared resources, ensuring appropriate confidentiality and accessibility.
• Provide quality oversight and support continuous improvement of administrative processes, tools, procedures, and communications across the Director’s Office.
• Partner closely with other administrative professionals and operational teams to ensure coordinated coverage, consistency of service, and effective execution of shared priorities.
• Build and maintain productive working relationships with laboratory leadership, staff, faculty, external visitors, partner institutions, vendors, and other stakeholders.
• Exercise independent judgment in handling sensitive and confidential information and in determining appropriate actions, priorities, and escalation pathways.
• Support special projects and perform other related duties as assigned.

Skills

Calendar management

Executive support

Microsoft Office

Google Workspace

Event coordination

Communication skills

Confidentiality

Relationship building

Problem solving

Education

Bachelor’s degree

Tools

PeopleSoft

Oracle

Job description

SLAC National Accelerator Laboratory is seeking an Executive Administrative Associate to provide high-level administrative and operational support to senior leadership in the Director’s Office. You will independently manage calendars, coordinate meetings and events, arrange travel, and oversee financial transactions while maintaining confidentiality and building broad stakeholder relationships.

The role requires discretion, strong organizational skills, and the ability to adapt to a fast-paced