Global Security Events and Outreach Office Administrative Specialist
Lawrence Livermore National Laboratory
- Livermore, CA
- $35.98-43.67 per hour
- Training
- Full-time
- Assist with the day-to-day operations of administrative processes and activities and serve as a point of contact for all administrative action items and requests.
- Coordinate external visits, including verification of security clearances, preparation of agenda, badging, and information dissemination; assist with PAD level visit activities to ensure management of resources and coordination of visits, tours, and badging; actively participate in various meetings.
- Assist with coordinating onsite/virtual meetings, conferences, and events.
- Coordinate, select, and compile data from multiple sources for complex reports and presentations.
- Serve as a resource providing guidance on the interpretation and application of business policies, procedures, and practices; review documentation for adherence to policies and ensure consistency.
- Manage special projects assigned by the GS Events and Outreach Manager (EOM) to achieve organizational goals and objectives. Act as a liaison for the coordination and implementation of these activities, ensuring timelines and compliance of security requirements.
- Assist in clarifying, coordinating, communicating, and disseminating information on behalf of the GS PAD and EOM. Assess and respond to inquiries, prioritize actions, follow-up and ensure resolution on a wide variety of issues.
- Provide administrative support to GS EOM and the GS PAD and Program Managers. Represent management on day-to-day administrative matters to high level internal and external managers.
- Serve as the back up to the GS EOO Manager.
- Perform other duties as assigned.
- 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. You must have the ability to obtain and maintain Sensitive Compartmented Information (SCI) access.
- Advanced experience coordinating administrative projects and/or operational work activities including lab visits, conferences, and/ or off-site meetings.
- Advanced experience with computers and associated software including MS Office applications; experience creating and maintaining spread sheets and developing presentations. Excellent grammar, proofreading and editing skills.
- Advanced analytical, problem-solving, and decision-making skills are necessary to independently identify and recommend appropriate actions and implement solutions to administrative issues.
- Excellent administrative and organizational skills, extremely detail-oriented (acute attention to detail) with experience in independently prioritizing multiple diverse and complex tasks for self and others in a fast-paced environment, with frequent interruptions, while meeting conflicting deadlines.
- Excellent organizational project skills with the ability to understand customer needs and interpret and apply relevant policies and procedures.
- Excellent interpersonal, verbal, and written communication skills with the ability to handle sensitive and confidential issues with tact, discretion, and mature judgment; ability to effectively deal with difficult situations and personnel.
- Proficient experience with LLNL standard software packages (VTS, LEAP, Catering, FTS, etc.). Experience working with CVENT online registration tool.
- Experience working in a scientific or technical program.
- Broad institutional knowledge of the Laboratory's programs and processes.
- Included in 2024 Best Places to Work by Glassdoor!
- Flexible
- 401(k)
- Education Reimbursement Program
- Flexible schedules (*depending on project needs)
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