Executive Administrator

Company: Lawrence Berkeley National Laboratory
Location: Berkeley
Posted on: January 23, 2025

Job Description:

The Environment, Health, & Safety (EHS) Division at Berkeley Lab is seeking a highly organized and experienced Executive Administrator to support executive operations within our team. Reporting directly to the Operations and Performance Support Manager, this role provides specialized management support to the EHS Division Office and coordinates essential program activities. Acting as a central communication hub, the Division Office Manager ensures seamless collaboration within the EHS team, interfaces with key stakeholders, and supports both the EHS Deputy and Division Director in a high-visibility capacity.The ideal candidate will exercise discretion, manage sensitive and time-critical projects, and handle complex scheduling and communication needs. This position involves interactions with senior laboratory management, the Department of Energy (DOE), the University of California (UC), and other national labs, necessitating professionalism and excellent interpersonal skills. Additionally, the role includes overseeing administrative staff, managing high-priority workflows, and ensuring service consistency across the EHS division.If you possess strong operational and administrative skills, thrive in dynamic environments, and can effectively support senior management, we encourage you to apply.What You Will Do:EHS Division Office Management

• Acts as a liaison to facilitate communication among the EHS Deputy, Division Director, and internal/external stakeholders. Communicates plan-of-the day and calendar changes in a timely manner.
• Exercises significant professional judgment and initiative to review and triage incoming correspondence/communications, determining significance and priority and subsequently planning for responses/actions.
• Handles confidential information with discretion and diplomacy, maintaining trust within the Division Office.
• Utilizes critical thinking, creative problem solving, initiative, discretion and judgment in triaging both routine and exceptional situations with minimal supervision in a dynamic, often pressured environment.
• Creates, edits, and reviews correspondence and presentations to ensure clarity and professionalism. Independently manages and allocates resources to ensure timely preparation of meeting materials.
• Uses advanced computer skills (Word, Excel, PowerPoint, Google Suite, Smartsheet, etc.) for correspondence, documents, forms, reports and memos. As requested, applies advanced composition skills to proofread and provide general editing of drafts or final-form documents, some of which may include sensitive information.
• With limited direction, creates and compiles high-quality briefing materials, meeting agendas, talking points, etc. in preparation for meetings (e.g. EHS Division All Hands, Division Safety Council, etc.).
• Interacts and participates with EHS staff in meetings and on committees, teams and working groups to support the division's strategic objectives, processes and procedure improvement, and knowledge development.
• Develops and maintains effective relationships with DOE counterparts at the Berkeley Site Office, and as needed, counterparts within the DOE complex and UC Office of the President.
• Represents the Berkeley Lab in interactions with DOE, regulators, peers at other facilities, clients, and management.
• Takes a proactive approach to organizing workflow, anticipating issues, and initiating resolution to customer satisfaction. Effectively manages activities and interactions by level of priority. Follows up and follows through on outstanding items for quick resolution.
• Independently manages reports and oversees a process of management recordkeeping and maintaining other communications in adherence to applicable policies.
• Oversees travel arrangements and scheduling for the Division Office to ensure efficiency and accuracy.Supervision of Administrative Staff
  • Supervises represented administrative staff members providing support to the Division, ensuring overall quality of work, accuracy and timely delivery of administrative services.
  • Facilitates communications among the EHS administrative support network of assigned staff and those reporting to others to ensure consistency in services and backup support when needed.
  • Provides clear and realistic expectations and ensures work assignments are made to optimize the skills and abilities of employees in the delivery of business services.
  • Provides a wide range of oversight including priority setting, goal identification, development and career path planning.
  • Conducts performance evaluations and manages corrective actions involving performance as necessary.
  • Advises administrative staff of Lab policy and collective bargaining agreement in conjunction with Human Resources.
  • Leads staff to leverage and adapt new technology and improve and streamline administrative and operational processes.
  • Serves as point of contact to administrative staff for complex business services issues, including but not limited to procurement, timekeeping, building management, space, travel, conference planning and web-site/communication management.What is Required:
    • Bachelor's degree and a minimum of seven years substantial-to-advanced relevant operational and administrative knowledge and experience in a broad range of services or equivalent combination of education and experience.
    • Demonstrated administrative experience supporting senior-level management and their activities to meet program and business needs and operational or institutional goals.
    • Demonstrated ability to work independently on multiple complex assignments, establish priorities with minimal direction, develop own work methods and procedures, use initiative, discretion, and judgment, and make decisions within the scope of work.
    • Demonstrated customer service skills of a very high caliber, including the ability to be professional, articulate, and concise as well as to work diplomatically with a broad range of individuals on the telephone, via email, and in-person.
    • Experience coordinating multiple, complex calendars and travel arrangements, domestic and international, in a corporate or laboratory setting.
    • Editing skills sufficient to edit a variety of documents for grammar, syntax, style, and clarity. Proofread and correct own work and submit high quality final communications products.
    • Ability to appropriately follow, analyze, and interpret policies and procedures of particular governing institutions (i.e., Department of Energy (DOE), UC Berkeley (UCB) and Berkeley Lab (LBNL)) with respect to procurement, equipment inventory, travel, space, and others as needed.
    • Organizational and planning skills sufficient to independently determine priorities and ensure timely completion of actions in a dynamic environment of competing priorities.
    • Demonstrated computer skills including advanced knowledge in Microsoft Word, Excel, PowerPoint, Google Suite (Calendar, Gmail, Docs, Sheets, Slides, Forms, etc.), Smartsheet, electronic document signature apps and other software as needed to complete tasks. Ability to leverage technology to execute Internet searches for research, data retrieval and submitting information.
    • Experience with video conferencing tools and platforms such as Zoom, Google Meet, WebEx, Microsoft Teams, etc.Desired Qualifications:
      • Advanced knowledge of DOE, UC, and/or LBNL general administrative support policies, standards, practices, and systems (FMS, Cognos).
      • Prior experience supervising administrative staff in a union environment.
      • Valid California Driver's License, ability to drive a government vehicle.Notes:
        • This is a full-time career appointment, exempt (monthly paid) from overtime pay.
        • This position is expected to pay $105,576.00-$131,976.00, which fits within the full salary range of $105,576.00-$178,152.00 for the A80.3. Salary for this position will be commensurate with the final candidate's qualification and experience, including skills, knowledge, relevant education, certifications, and aligned with the internal peer group.
        • This position may be subject to a background check. Any convictions will be evaluated to determine if they directly relate to the responsibilities and requirements of the position. Having a conviction history will not automatically disqualify an applicant from being considered for employment.
        • Work will be primarily performed at: Lawrence Berkeley National Lab, 1 Cyclotron Road, Berkeley, CA.Learn About Us:Berkeley Lab (LBNL) addresses the world's 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 Lab's scientific expertise has been recognized with 16 Nobel prizes. The University of California manages Berkeley Lab for the U.S. Department of Energy's Office of Science.Working at Berkeley Lab has many rewards including a competitive compensation program, excellent health and welfare programs, a retirement program that is second to none, and outstanding development opportunities.Berkeley Lab is an Equal Opportunity and Affirmative Action Employer. We heartily welcome applications from women, minorities, veterans, and all who would contribute to the Lab's mission of leading scientific discovery, inclusion, and professionalism. In support of our diverse global community, all qualified applicants will be considered for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, age, or protected veteran status.
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Keywords: Lawrence Berkeley National Laboratory, Yuba City , Executive Administrator, Other , Berkeley, California