Executive Assistant to the Director

Fermi National Accelerator Laboratory; City of Batavia (NY); On-site; USD 56,000 - 70,000; Full time

Benefits offered by this job

Medical, Dental, Vision

Job summary

Fermilab in Batavia, IL, is seeking an Executive Assistant to the Director to perform high-level administrative duties and decision-making support. The role involves complex scheduling, discreet handling of confidential information, and collaboration with senior leaders to drive strategic initiatives.

You will coordinate travel, support special projects, and monitor agendas, ensuring deadlines are met while maintaining compliance with safety and policy requirements.

Qualifications

• Associate's degree 8+ years of administrative experience.
• Experience with DOE or a National Laboratory strongly preferred.
• Equivalent experience considered in lieu of degree.

Responsibilities

• Proactively manage the leader's complex schedule and priorities.
• Communicate on behalf of the leader with management levels.
• Prepare information for meetings and document minutes.

Skills

Calendar management

Executive support

Communication

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:

• 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:

Drug-Free Workplace & 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. Fermilab is the United States' premier particle physics laboratory. We work on the world's largest and most advanced particle accelerators and dig down to the tiniest building blocks of matter. We probe the farthest reaches of the universe, seeking out the nature of dark matter and dark energy. Fermilab's over 2,000 employees include scientists and engineers from all around the world and collaborators from more than 50 countries on physics experiments based in the United States and elsewhere. Our work experience is the combination of everything that's unique about us: our culture, our core values, our company meetings, our commitment to sustainability, our recognition programs, but most importantly, our people. To learn more about Fermilab's employee programs, visit our main Careers site. Please contact [e-mail] to request accommodations for completing the application process.