Executive Assistant - Materials Science Division

Lawrence Livermore National Laboratory; Livermore (CA); On-site; USD 82,000 - 101,000; Full time

Benefits offered by this job

Flexible schedules

Relocation Assistance

Education Reimbursement Program

401(k)

Job summary

Lawrence Livermore National Laboratory in Livermore, CA, is seeking an experienced Executive Assistant to directly support the Division Leader in the Materials Science Division. This role provides a wide range of administrative services in a fast-paced environment and acts as a trusted partner to senior leadership.

You will manage confidential calendars, coordinate internal and external meetings, arrange domestic and international travel, prepare documents and itineraries, and help ensure smooth

Qualifications

• DOE Q-level clearance or active Top Secret clearance at time of hire.
• Experience supporting senior management and coordinating/admin projects.
• Skilled in preparing presentations and diverse documents.
• Effective communication in urgent and sensitive situations.
• Strong organizational, proofreading, and prioritization abilities.
• Knowledge of laboratory policies and external relations.
• Experience handling sensitive/classified information.

Responsibilities

• Represent managers in daily interactions across the PLS Directorate and with LLNL staff at all levels.
• Provide backup support to MSD and PLS programs as needed.
• Independently set priorities and manage confidential calendars.
• Coordinate and disseminate information for MSD managers.
• Prepare, proof, edit, and finalize documents, itineraries, reports, and presentations.
• Organize internal/external meetings, develop agendas, and coordinate attendees.
• Make travel arrangements, including international travel.
• Conduct preliminary research and coordinate information on business topics.
• Manage confidential files following Laboratory guidelines.
• Perform other duties as assigned.

Skills

Executive support

Calendar management

Travel arrangements

Document preparation

Tools

Microsoft Office

Job description

Join us and make YOUR mark on the World!

Lawrence Livermore National Laboratory (LLNL) has turned bold ideas into world-changing impact advancing science and technology to strengthen U.S. security and promote global stability.

Our mission spans four critical national security areas nuclear deterrence, threat preparedness, energy security, and multi-domain defense empowering teams to take on the toughest challenges of today and tomorrow. With a culture built on innovation and operational excellence, LLNL is a place where your expertise can make a real impact.

Job Description

We have an opening for anExecutive Assistantin the Physical and Life Sciences (PLS) Directorate directly supporting Division Leader (DL) in the Materials Science Division (MSD). In this role you will provide a full range of intermediate, diverse, and moderately difficult executive and general administrative services in a fast-paced environment. You will serve as a point-of-contact and trusted partner for the DL and interface with internal and external personnel of various levels to exchange, gather, and disseminate information.

This position may offer a hybrid schedule, which includes the flexibility to work from home one or more days per week, after a probationary period. The specifics of the hybrid schedule, including the exact number of days required in the office and virtual work options may vary based on the needs of the team and the organization.

You will

• Represent managers in daily interactions across the PLS Directorate and with various levels of LLNS employees across the Lab, following established policies, practices, and procedures.
• Partner with administrative colleagues within MSD and PLS, providing backup support to their various programs and managers, as needed.
• Independently set priorities when committing the managers' time, anticipating their needs, and organizing and coordinating confidential calendars.
• Clarify, coordinate, communicate, and disseminate information on behalf of MSD managers, as needed.
• Initiate, compile, coordinate, proof, format, edit, and finalize a variety of documents and email messages, including correspondence, itineraries, reports, and presentations, for MSD managers, as requested.
• As part of a team and under supervision, assist with the organization of a variety of internal/external meetings, including developing agendas and determining and contacting meeting attendees.
• Make travel arrangements, including international travel.
• Conduct preliminary research, make requests for information, compile and coordinate internal and external information on a variety of business, operational, and administrative topics.
• Manage confidential files, using Laboratory guidelines to determine retention/destruction status of documents.
• 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.
• Experience providing executive assistant support to senior management/executives, including coordinating and leading administrative projects; representing senior management/executives to diverse internal and external contacts, and communicating senior management/executive direction.
• Executive assistant skills; knowledgeable of various software packages for preparing presentations and a variety of documents and reports.
• Effective communication skills using judgment, tact, and diplomacy to communicate a wide range of topics of an urgent and sensitive nature.
• Administrative and organizational skills, including accurate keyboarding, editing, grammar, and proofreading skills, detail orientation, and flexibility; ability to prioritize, anticipate, identify, and resolve problems, and work effectively in a fast-paced and rapidly changing environment with short deadlines and frequent interruptions.
• Knowledge of business, operations and organization of area supported; knowledge of external organizations related to area supported.
• Knowledge of appropriate handling of sensitive and/or classified documents and protection; experience working effectively with sensitive issues.

Qualifications We Desire

• Knowledge and understanding of the Laboratory's policies and procedures.

Pay Range

$82,140 - $100,608 Annually

This is the lowest to highest salary we in good faith believe we would pay for this role at the time of this posting. An employee's position within the salary range will be based on several factors including, but not limited to, specific competencies, relevant education, qualifications, certifications, experience, skills, seniority, geographic location, performance, and business or organizational needs.

Additional Information

#LI-Hybrid

Position Information

This is a Flexible Term appointment, which is for a definite period not to exceed six years.If final candidate is a Career Indefinite employee, Career Indefinite status may be maintained (should funding allow).

Why Lawrence Livermore National Laboratory?

• Included in 2026Best Places to Work by Glassdoor!
• FlexibleBenefits Package
• 401(k)
• Relocation Assistance
• Education Reimbursement Program
• Flexible schedules (*depending on project needs)
• Our values - visithttps://www.llnl.gov/inclusion/our-values

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.

Wireless and Medical Devices

Per the Department of Energy (DOE), Lawrence Livermore National Laboratory must meet certain restrictions with the useand/or possession ofmobile devices in Limited Areas. Depending on your job duties, you may be required to work in a Limited Area whereyou are not permitted to have a personal and/or laboratory mobile devicein your possession. This includes, but not limited to cell phones, tablets, fitness devices, wireless headphones, and other Bluetooth/wireless enabled devices.

Ifyou useamedical device, whichpairs with a mobile device,you must still follow the rules concerningthe mobile device in individual sections within Limited Areas. Sensitive Compartmented Information Facilities requireseparate approval. Hearing aids without wireless capabilities or wireless that has been disabled are allowed in Limited Areas, Secure Space and Transit/Buffer Space within buildings.

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.

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.

CaliforniaPrivacy Notice

The California Consumer Privacy Act (CCPA) grants privacy rights to all California residents. The law also entitlesjob 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.