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Executive Administrator to the Chief Operating Officer

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POST DATE 9/2/2016
END DATE 10/11/2016

Lawrence Berkeley National Laboratory Berkeley, CA

Company
Lawrence Berkeley National Laboratory
Job Classification
Full Time
Company Ref #
82353
AJE Ref #
576076735
Location
Berkeley, CA
Experience
Entry Level (0 - 2 years)
Job Type
Regular

JOB DESCRIPTION

APPLY
Berkeley Lab is Bringing Science Solutions to the World, and YOU can be a part of it!

In the world of science, Lawrence Berkeley National Laboratory (Berkeley Lab) is synonymous with "excellence." That's why we hire the best - whether in research, finance or other operations. This is a great opportunity to bring your top-notch skills to bear in support of world-class scientific research that addresses national and global challenges!

Position Summary:

Berkeley Labs Directorate Office has an opening for an Executive Administrator. In this critical and highly visible role, you will provide professional administrative support of a confidential, complex, and sensitive nature for the Associate Laboratory Director/Chief Operating Officer of the Laboratory and his staff, including the Senior Advisor to the COO, Operations Management Team, and the Laboratory Directorate for the efficient and effective management of Berkeley Lab Operations. You will also provide periodic back-up support to the Labs General Counsel, Chief Financial Officer and Directorate.

Your role will impact the image and operations of the COO and Berkeley Lab. Your keen sense if judgment and initiative will help to bring about effective resolution of unusual or exceptional situations in a dynamic, multiple priority driver, fast-paced, demanding environment with rapidly changing initiatives.

Specific Responsibilities:

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Primary point of contact for the ALD/COO and Senior Advisor to the COO. Interact on behalf of ALD/COO and his office with senior Laboratory Management, Department of Energy (DOE) Headquarters, University of California (UC) and high-level officials in government, other external organizations, and within the Lab.
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Provide executive level administrative support to the ALD/COO and Senior Advisor to the COO in all aspects of their responsibilities.
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Carry out all aspects of the ALD/COOs and Senior Advisors scheduling, schedule individual appointments and committee meetings with close attention to and negotiation of competing priorities, provide reminders and materials required for meetings and appointments.
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Ensure meeting commitments are fully coordinated and managers are prepared for the meeting. Develop agendas for a variety of meetings, record and maintain minutes.
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Screen correspondence and determine appropriate disposition. Compose, draft, edit and prepare responses on matters, including sensitive or confidential items as appropriate.
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Assess inquiries and requests, and respond to ensure appropriate action. Track and assist in ensuring timely completion of various action items, including response to DOE, UC or Berkeley Lab management directives.
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Prepare reports and presentations for meetings and/or in response to Laboratory or external requests to facilitate retrieval of essential material.
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Develop and maintain computerized information systems to track information and generate reports as required.
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At all times maintain a calm and composed demeanor, exercising sound professional judgment and absolute discretion to in order to effectively address sensitive issues that come before the Laboratory Directorate.
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Effectively and diplomatically communicate with all levels of management and scientific staff among internal LBNL and external institutions.
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Maintain an active list of comprehensive action requests for OCOO and track their disposition to completion.
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Update content and maintain the Operations website.



Additional Desired Responsibilities:

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Responsible for various special projects requiring independent research, analysis. This may involve data gathering including the preparation of presentation materials and maintaining resource and working files related to special projects. Projects may include administrative support for the Laboratory Director and Deputy Director.
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Maintain filing systems for critical, sensitive and confidential information and documents.
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Review and archive various office files and records in accordance with Laboratory and DOE records management policy and procedure.

Required Qualifications:

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General and specialized administrative/executive support expertise.
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Ability to maintain confidentiality at all times and handles sensitive and confidential information with high level of discretion and integrity. Ability to analyze problems and provide recommendations and/or solutions.
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Ability to work independently to carry out responsibilities of the position.
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Organizational skills sufficient to independently establish priorities and use sound judgment in carrying out multiple assignments in a timely manner.
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Experience interacting diplomatically with the Sr. Management, all employees of the Lab, the public, in high-volume, establishing and maintaining cooperative working relationships.
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Excellent interpersonal skills and demonstrated ability to work well in a team environment and show discretion in handling politically sensitive situations.
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Demonstrated skill in writing communications and administrative reports that are concise, logical, and grammatically correct. Experience in editing the work of others.
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Experience communicating and disseminating information flow to various appropriate audiences.
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Demonstrated experience in taking initiative in assembling and analyzing information, determining appropriate response to certain issues or referring complex problems to others.
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Experience independently organizing meetings, maintaining calendars, and setting priorities.
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Advanced level proficiency on PC, including developing spreadsheets to track, retrieve and compile data, and experience producing presentation materials. Advanced level of Microsoft office Suite to include word, excel, and power point.
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Must be flexible, well organized and capable of multi-tasking, with sound e-mail and calendaring skills. Experience coordinating travel arrangements.
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General knowledge of webpage software.

Perks:

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The opportunity to enjoy a career, not just a job.
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The rare opportunity to change the world by supporting world-class scientific research that addresses national and global challenges.
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Talented, motivated co-workers in an energetic and collaborative environment.

Benefits:

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Full medical/dental/vision package to fit your needs.
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The opportunity to join the University of California pension system.
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The opportunity to accrue three weeks of vacation time and two weeks of sick time in your first year in addition to twelve paid holidays.

The posting shall remain open until the position is filled.

Notes: This is a career appointment. This position requires completion of a background check.

Salary is commensurate with experience.

Berkeley Lab addresses the worlds most urgent scientific challenges by advancing sustainable energy, protecting human health, creating new materials, and revealing the origin and fate of the universe. Founded in 1931, Berkeley Labs scientific expertise has been recognized with 13 Nobel prizes. The University of California manages Berkeley Lab for the U.S. Department of Energys Office of Science.

Equal Employment Opportunity: Berkeley Lab is an Equal Opportunity/Affirmative Action Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, age, or protected veteran status. Berkeley Lab is in compliance with the Pay Transparency Nondiscrimination Provision under 41 CFR 60-1.4. Click here to view the poster and supplement: "Equal Employment Opportunity is the Law.