Events Office Administrator

Company Description

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.

Pay Range

$84,960 - $110,040 Annually for the A01.2 level

$101,880 - $131,976 Annually for the A01.3 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.

Job Description

We're looking for an Events Office Administrator. You will partner with the Events Office team to manage the development of agendas and all logistics for high-level visits, briefings, and special events for dignitaries of national and international stature. You will independently prioritize and implement a diverse administrative workload. You will frequently work with high-level Laboratory management, LLNS Board of Governors, LLNL Protocol Office, and VIP visitors to include officials and representatives from several government agencies, academia and private sector. You will be in the Weapons Complex and Integration (WCI) Directorate.

You will be assigned at either level based on knowledge and related experience as assessed by the hiring team. Additional job responsibilities (outlined below) will be assigned if hired at the higher level.

You will:

• Independently clarify, coordinate, communicate, and share information. Assess and respond to inquiries, prioritize actions, follow-up and ensure resolution on several issues.
• Research and establish goals for the visit with the technical host and set priorities for the visit. Research and coordinate discussion topics and briefings with appropriate senior management and programmatic offices and develop visitor agendas and schedules.
• Independently resolve unexpected and unique complications, deviations, or delays making adaptations, substitutions, and changes on a moment's notice in environments that have high visibility.
• Lead the implementation of business, operational and organizational activities. Be a resource providing guidance on the interpretation and application of business policies and procedures; review documentation for adherence to policies and ensure consistency.
• Participate in "day of" visit activities, escorting and leading informational tours for visitors, when applicable.
• Support plans to promote diversity, equity, and inclusion within the program.
• Other tasks as assigned.

Additional job responsibilities at the A01.3 level

• Serve as a key POC for establishing goals and priorities for each visit. Develop and recommend agendas for visits, events, and meetings, coordinate discussion topics with appropriate senior leaders and programmatic offices.
• Act as a contact and resource to the visitor regarding all logistics associated with their visit to WCI, including briefings, discussion topics, agendas, access requirements, clearance, and badging requirements, prohibited items, and policies associated with cyber security and ES&H.
• Manage Principal Associate Directorate (PAD) level visit activities to ensure management of resources and coordination of visits, tours, and badging. Participate in multiple meetings and represent the Programs on several committees.

Qualifications

• Ability to obtain and maintain a U.S. Department of Energy (DOE), Q-level security clearance which requires U.S. Citizenship.
• Operational knowledge and experience leading large-scale projects including high-level visits, conferences, off site meetings, events or multi-faceted internal processes for a team and functional area, planning activities, providing ongoing updates to senior management, and providing direction and feedback to team members with experience coordinating multiple, frequently shifting work activities, workflow and multi-faceted processes.
• Contemporary approach with established structure and knowledge necessary to independently analyze and recommend appropriate actions and implement solutions in real-time situations.
• Advanced administrative proficiency in organization; including, details and accuracy.
• Ability to independently prioritize a variety of diverse and complex tasks for self and others in an environment with changing priorities, deadlines, and frequent interruptions.
• Specialized knowledge and proficiency with computers and associated software; to include experience building presentations and creating complex Excel spreadsheets. Excellent grammar, proofreading, and editing skills.
• Experience with independence and mature judgment in handling business sensitive and classified information, and personnel interactions.
• Demonstrated ability/commitment to valuing diversity, equity, and inclusion principles in the workplace.

Additional qualifications at the A01.3 level

• Leadership and team building skills, including guiding and building productive relationships with the experience to assume responsibility within a disciplinary team.
• History of investigating, planning and overseeing visits, meetings, conferences, agendas, discussion topics, and briefings requiring complex arrangements with multiple activities and details, involving participants from the most senior levels of leadership.
• History of working with all levels of personnel internal and external to our organization exercising a high degree of trust, and mature judgment in handling sensitive information and demonstrated communication necessary to explain, present, direct, and negotiate.

Qualifications We Desire

• Knowledge of LLNL and Department of Energy policies, administrative policies and procedures, with an emphasis on event and visit management.
• Broad institutional knowledge of the Laboratory and its programs and knowledge of organizational structures of LLNL's important partners (e.g., DOE, Department of Defense, Congress, and sister Laboratories).

Additional Information

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 2022 Best Places to Work by Glassdoor!
• Flexible Benefits Package
• 401(k)
• Education Assistance
• Flexible schedules (*depending on project needs)

Security Clearance

This position requires a Department of Energy (DOE) Q-level clearance. If you are selected, we will initiate a Federal background investigation to determine if you meet eligibility requirements for access to classified information or matter. Also, all L or Q cleared employees are subject to random drug testing. Q-level clearance requires U.S. citizenship.

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.

Pre-Placement Medical Exam

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

Equal Employment Opportunity

We are an equal opportunity employer that is committed to providing all with a work environment free of discrimination and harassment. All qualified applicants will receive consideration for employment without regard to race, color, religion, marital status, national origin, ancestry, sex, sexual orientation, gender identity, disability, medical condition, pregnancy, protected veteran status, age, citizenship, or any other characteristic protected by applicable laws.

We invite you to review the Equal Employment Opportunity posters which include EEO is the Law and Pay Transparency Nondiscrimination Provision.

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.

California Privacy 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.