Executive Assistant to the Director

Fermilab; Batavia (IL); On-site; USD 57,000 - 70,000; Full time

Benefits offered by this job

Medical benefits

Dental benefits

Vision benefits

Flexible spending accounts

Paid time off

Life insurance

Disability insurance

Retirement benefits

Onsite day care

Job summary

Fermilab is seeking an Executive Assistant to the Director to autonomously manage the leader’s schedule, communications, and confidential information. The role requires a high degree of judgment, cross‑functional collaboration, and travel coordination for domestic and international itineraries.

Ideal candidates have 8+ years of administrative experience, familiarity with DOE/National Laboratory environments, and proficiency in Microsoft Office Suite.

Qualifications

• Eight or more years of administrative experience.
• Experience with the DOE and/or a National Laboratory strongly preferred.
• Equivalent experience considered in lieu of degree.

Responsibilities

• Proactively manage the leader’s complex schedule by deciding which meetings to accept or reschedule based on urgency and importance.
• Prepare information for use in meetings; attend planning meetings to document minutes and track action items.
• Communicate on behalf of the leader with various levels of management, delivering and receiving messages.
• Handle confidential information with the highest level of discretion.
• Coordinate travel plans for the leader and support special assignments, including cost-saving measures.

Skills

Executive support

Calendar management

Communication

Discretion

Microsoft Office

Education

Associate's degree

Tools

Microsoft Office Suite

Job description

The expected hiring range for this position is: $41.43-$50.53.

Please note that the pay range information is a general guideline only. The pay offered to a selected candidate will be determined based on factors such the scope and responsibilities of the position, qualifications of the selected candidate, business considerations, internal equity, and external market pay for comparable jobs.

About the Role

Under limited supervision, reports to and supports a leader within the Directorate or a Center Director by performing a variety of executive-level administrative duties that require a high degree of independent decision-making and problem resolution. The combination of specific duties varies depending on the needs of the assignment.

• This position is not eligible for sponsorship*
• This position is not eligible for relocation*

What your day-to-day as the Executive Assistant to the Director at Fermilab will look like

• You will proactively manage the leader’s complex schedule by deciding which meetings to accept or reschedule based on urgency and importance.


• Independently setting priorities when committing the leader’s time, taking initiative to monitor schedules ahead of time, and maintaining awareness of real time activities.


• You will communicate on behalf of the leader with various levels of management by accurately delivering and receiving messages.


• You will collect and prepare information for use in meetings; attends planning meetings to document meeting minutes and track action items.


• You will handle confidential information with the highest level of discretion, ensuring that access is restricted to authorized individuals.


• You will ensure high-profile special projects or committees achieve the objectives outlined by the leader, as assigned.


• You will support the leader with special assignments and ad-hoc requests, such as proposing and implementing cost‑saving measures.


• Coordinate foreign and domestic travel plans for the leader.


• Perform other duties as assigned by supervisor.


• Abide by and is responsible for performing all duties in accordance with all environmental, health and safety regulations and practices pertinent to this position.

Required Skills and Attributes for Success

• Associate’s degree


• 8+ years of administrative experience.


• Experience working with the DOE (Department of Energy) and/or a National Laboratory strongly preferred.


• Equivalent experience considered in lieu of degree.

Applicable Knowledge, Skills and Abilities Required

• Ability to effectively navigate internal Lab structures (e.g., knowledge of who to approach for approvals, information, etc.)


• Expert knowledge of administrative operational procedures.


• Ability to manage cross‑functional communication and collaboration.


• Ability to use independent judgment and effectively prioritize tasks.


• Proficiency in Microsoft Office Suite

Work Arrangement

Please note that the described work arrangement is subject to change based on business needs and is not guaranteed to be final.

• Onsite: This is an onsite role, and the candidate must be able to work from our Batavia office.

Benefits/Perks

Fermilab offers a competitive and comprehensive benefits program, including:

• Medical, Dental, Vision and Flexible Spending Accounts


• Paid time off


• Life insurance


• Short and Long‑term disability insurance


• Retirement benefits


• Onsite day care

Why Fermilab

Fermilab is America’s premier laboratory for particle physics and accelerator research, funded by the U.S. Department of Energy. We support discovery science experiments in Illinois and locations around the world, including deep underground mines in South Dakota and Canada, mountaintops in Arizona and Chile, CERN in Europe and the South Pole.

Pre-Employment Screening

Fermilab is dedicated to fostering a safe, productive and drug‑free environment. An offer of employment is contingent upon the successful completion of a background check and drug screening.

HSPD-12

In accordance with Homeland Security Presidential Directive 12 (HSPD-12) new employees are required to obtain and maintain a HSPD-12 Personal Identity Verification (PIV) Credential. To obtain this credential, new employees must successfully complete and pass a federal background check investigation. This investigation includes a declaration of illegal drug activities, including use, supply, possession, or manufacture. This includes marijuana and cannabis derivatives, which are still considered illegal under federal law, regardless of state laws. Failure to obtain or maintain such government access authorization could result in the withdrawal of a job offer or future termination of employment.

Foreign Government Sponsored Activities

Fermilab employees, and certain guest researchers and contractors, are subject to particular restrictions related to participation in Foreign Government Sponsored or Affiliated Activities, as defined and detailed in United States Department of Energy Order 486.1A. Such individuals will be asked to disclose any participation for review by Fermilab’s Office of General Counsel.

REAL-ID Requirement for access to Fermilab Campus

Fermilab requires all members of the public to produce a REAL-ID, or equivalent, to access the Fermilab Campus for interviews or career events. A list of acceptable forms of ID can be found here: https://get-connected.fnal.gov/wp-content/uploads/2021/09/REALID-Documents.pdf. If a candidate is selected for an interview but does not possess any of the equivalent documents, we may schedule a virtual interview.

Equal Opportunity Statement

Fermilab is an equal opportunity employer. We evaluate qualified applicants without regard to race, color, religion, sex, age, national origin, disability, veteran status, genetic information, and other legally protected categories.