Physical and Life Sciences Principal Associate Director's Executive Assistant - Active Security Clearance Required

SmartRecruiters, Inc.; Livermore (CA); Hybrid; USD 95,000 - 139,000; Full time

Benefits offered by this job

Flexible schedules

Job summary

Lawrence Livermore National Laboratory (LLNL) seeks a Physical and Life Sciences Principal Associate Director's Executive Assistant with an active DOE Q or Top Secret clearance. The role supports the PAD and senior leaders, managing complex calendars, travel, and communications.

A hybrid schedule offers in-person and remote work one day per week, with opportunities to leverage AI tools and modern tech to streamline workflows.

Qualifications

• Active DOE Q clearance or Top Secret clearance is required.
• Experience supporting senior management and coordinating administrative projects.
• Advanced executive assistant skills: fast, accurate keyboarding, grammar, proofreading, and strong PC software proficiency.
• Strong organizational skills, attention to detail, flexibility, and ability to work under tight deadlines.
• Ability to identify, evaluate, and implement technology solutions to improve processes and leverage AI tools.

Responsibilities

• Represent the PAD in daily administrative matters and act as central admin contact for the Directorate.
• Organize and manage the PAD’s complex calendar and coordinate on-site/off-site meetings.
• Research, analyze, and assemble information from multiple sources for senior staff.
• Review PAD signatures and compose management correspondence including sensitive information.
• Arrange/coordinate foreign and domestic travel for the PAD and staff.
• Screen mail and inquiries, back up other PAD staff and assist with issue resolution.
• Support planning and execution of high-level meetings and events.
• Contribute input to administrative practices to increase effectiveness.
• Perform other duties as assigned.

Skills

Executive support

PowerPoint

Excel

AI tools

Tools

TIME

LEAP

LAPIS

LTRAIN

Cliqbook

ePay

eCaps

FTS

Outlook

SharePoint

MS Teams

Webex

Job description

Physical and Life Sciences Principal Associate Director's Executive Assistant - Active Security Clearance Required

• Full-time
• Organization: Physical and Life Sciences
• Category: Administrative
• Job Code 2: A03.3 Executive Assistant 3
• Employee Referral Bonus: Not applicable
• Job Code 1: A03.2 Executive Assistant 2
• Pre-Employment Drug Test: Required for external applicant(s) selected for this position (includes testing for use of marijuana)
• Pre-Placement Medical Exam: A job-related pre-placement medical examination may be required
• Security Clearance: Active DOE Q clearance (or active Top Secret clearance)

Join us and make YOUR mark on the World!

Are you interested in joining some of the brightest talent in the world to strengthen the United States’ security? Come join Lawrence Livermore National Laboratory (LLNL) where our employees apply their expertise to create solutions for BIG ideas that make our world a better place.

We are committed to a diverse and equitable workforce with an inclusive culture that values and celebrates the diversity of our people, talents, ideas, experiences, and perspectives. This is essential to innovation and creativity for continued success of the Laboratory’s mission.

We have an opening for anExecutive Assistant. You will perform a full range of advanced, complex, diverse, and sensitive administrative duties in support of the Principal Associate Director (PAD) and supporting staff, including managing complex calendars, coordinating high-level meetings and communications, overseeing the PAD signature process, arranging extensive travel, and driving operational efficiency through AI tools and emerging technologies. You will serve as the central point-of-contact for the PAD Office and senior leaders, interfacing with senior-level internal and external personnel, including government officials, to exchange, gather, and disseminate information. This position is in the Physical and Life Sciences (PLS) Principal Associate Director's Office.

This position offers a hybrid schedule, blending in-person and virtual presence. You will have the flexibility to work from home one day per week.

This position will be filled at either level based on knowledge and related experience as assessed by the responsibilities (outlined below) and will be assigned if hired at the higher level.

You will

• Represent the Principal Associate Director (PAD) in daily administrative matters, clarifying, coordinating, communicating, and disseminating information on behalf of the PAD, and serve as a central administrative point-of-contact for the Directorate; interact with all levels, both internal and external personnel, to achieve Directorate goals.
• Organize, prioritize, and coordinate the PAD’s complex calendar with authority to commit time; coordinate scheduling of intricate meetings both on-site and off-site.
• Research, analyze, prepare, and assemble information and data from multiple sources; coordinate findings and other information with senior-level staff, both internal and external to the Laboratory.
• Review documents submitted for PAD signature for completeness and accuracy, as well as compose correspondence for management and own signature including sensitive personnel information, reports, agendas, and memoranda.
• Arrange/coordinate foreign and domestic travel for the PAD and staff, which may include special and extensive requirements.
• Review and answer mail and inquiries on own initiative and determine if executive action is required. Refer matters to appropriate parties for action and follow up to ensure proper and timely disposition; screen calls and visitors, respond to questions, resolve administrative issues, and assist and back up other administrative personnel in the PAD office.
• Serve as backup to the Events Administrator by partnering to support the planning and execution of administrative arrangements for high-level meetings and special events, providing assistance as needed to ensure continuity and successful completion of activities.
• Provide input to administrative practices and procedures to increase effectiveness.
• Perform other duties as assigned.

Additional job responsibilities, at the A03.3 level

• Originate and implement innovative administrative practices and procedures to increase effectiveness, including proactively identifying and deploying AI tools and emerging technologies to streamline workflows and business processes within the Directorate.
• Provide oversight of PAD signature process as well as compose correspondence for management and own signature including sensitive personnel information, reports, agendas, and memoranda.
• Serve as project leader and mentor administrative staff.
  • 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 support to senior management, including coordinating and leading administrative projects.
  • Advanced executive assistant skills and experience including fast, accurate keyboarding and excellent grammar, proofreading, and editing skills; advanced experience using personal computers and associated software;
  • Experience effectively utilizing judgment and discretion when handling sensitive issues.
  • Demonstrated problem-solving and decision-making skills necessary to independently recommend appropriate actions and solutions.
  • Demonstrated organizational skills, attention to detail, accuracy, flexibility, ability to prioritize multiple and complex tasks, and ability to work under time constraints to meet short deadlines with frequent interruptions.
  • Advanced communication and interpersonal skills to effectively interact and represent the PAD and Directorate Office with all levels of management, both internal and external to the Laboratory.

Additional qualifications at the A03.3 level

• Broad experience providing support to senior management, including coordinating and leading administrative projects.Ability to prioritize and resolve complex or sensitive matters with minimal direction.
• Demonstrated expertise in preparing presentations using PowerPoint or similar software; experience using Excel.
• Advanced organizational skills, attention to detail, accuracy, flexibility, ability to prioritize multiple and complex tasks, and ability to work under time constraints to meet short deadlines with frequent interruptions.
• Broad experience identifying, evaluating, and implementing technology solutions to improve business processes and administrative efficiency; demonstrated ability to leverage AI tools and emerging technologies to enhance productivity.

Qualifications We Desire

• Experience with the following LLNL systems: TIME, LEAP, LAPIS, LTRAIN, Cliqbook, ePay, eCaps, and FTS.
• Experience using Outlook, SharePoint, MS Teams, and Webex.
• Experience working in a classified environment.
• Broad knowledge of Laboratory mission, business, and operations.

Pay Range

$94,560 - $138,888 Annually

$94,560 - $115,728 Annually for the A03.2 level

$113,400 - $138,888 Annually for the A03.3 level

Please note that the pay range information is a general guideline only. Many factors are taken into consideration when setting starting pay including education, experience, the external labor market, and internal equity.

All your information will be kept confidential according to EEO guidelines.

Position Information

This is a Career Indefinite position, open to Lab employees and external candidates.

Why Lawrence Livermore National Laboratory?

• Included in 2026Best Places to Work by Glassdoor!
• Flexible schedules (*depending on project needs)

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 of mobile devices in Limited Areas. Depending on your job duties, you may be required to work in a Limited Area where you are not permitted to have a personal and/or laboratory mobile device in your possession. This includes, but not limited to cell phones, tablets, fitness devices, wireless headphones, and other Bluetooth/wireless enabled devices.

If you use a medical device, which pairs with a mobile device, you must still follow the rules concerning the mobile device in individual sections within Limited Areas. Sensitive Compartmented Information Facilities require separate 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.

Pre-Placement Medical Exam

A job related pre-placement medical examination may be required.

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 entitles job 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 .

By clicking the link above or any third-party link within this posting, you are leaving this site and going to a third-party website where the third-party website's terms and privacy policy apply