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Posted: Friday, December 22, 2017 7:30 PM

Job Description Title: Executive Administrative Assistant Location: Lawrence Berkeley National Laboratory – Berkeley, Ca. Rate: $35.00 Hourly; Medical, Dental, Vision Offered Start: 12/18/2017 End: 04/30/2018 POSITION SUMMARY: Reporting to the Facilities Operations Manager, and under general direction, this position provides a comprehensive range of high-level administrative support and expertise for the Facilities and Site Services leadership team. The incumbent will be expected to apply specialized knowledge (ie, administrative policies, procedures, and best practices to support operations activities, including advanced computer and software skills) to help ensure that Facilities is successful in providing service to the Laboratory community. This position will be responsible for coordinating activities between departments and outside parties, often of a sensitive and/or critical nature. Projects are often varied, complex, sensitive, confidential, and/or time critical. Interactions are with senior management staff and all staff levels; may include interactions with Laboratory, University of California (UC), and the Department of Energy (DOE) management, and high-level officials in government and other external organizations. At times, this position may be asked to execute or coordinate special and/or confidential projects including analyzing problems, determining approach, compiling and analyzing data, and preparing reports/recommendations. DUTIES/RESPONSIBILITIES: List in order of importance (first Essential , then Marginal ), the specific duties performed on a regular basis. (For Non-Scientist/Engineer positions, include the percentage of time devoted to each duty.) Omit duties which typically take less than 5% of time. Summarize responsibilities by grouping similar tasks. Essential 60% · Provide high-level, skilled specialist/administrative support to Facilities and Site Services leadership team. Works on assignments that are complex and/or varied in nature where judgment and initiative are required in resolving problems. · Communicates with internal and external personnel to ensure follow-up on inquiries and closure to requests made by senior management requiring discretion and finesse, including answering multiple phone lines and coordinating visitors. Works with confidential and sensitive information/materials that support Facilities and Site Services leadership and staff. · Coordinates complex initiatives/programs for Facilities and Site Services leadership that are key to organizational strategy, such as performance measurement, training and qualification programs, etc. · Maintain complex calendars and set-up and coordinate a variety of on and off-site meetings, conferences, teleconferences, and other types of meetings as required. · Independently compose responses to inquiries, including sensitive or strictly confidential items, edit technical reports and prepare presentations using appropriate computer applications. · Analyze emerging work demands, independently determine scheduling priorities and develop systems and solutions to effectively complete work. · Create and prepare correspondence and complex presentations. · Often required to prepare agenda materials for conferences, seminars and meetings; and handling travel arrangements for senior management and visitors. · Gathers and disseminates information to various parties which may have public relations implications. · Research and interpret administrative policy and procedure and convey new or revised information to supervisors and/or staff. · Skillfully create and use standards, templates, branding and correspondence guidance, to format and edit letters and other documents from draft to final stage. · Develop and maintain systems databases and spreadsheets including travel, procurement and work orders. · Arrange applicant interviews; assist with coordinating and compiling hire packages; handle Sensitive Unclassified Information; assist in compiling personnel documentation and coordinate processes with HR. 30% · Ensure high quality and on-time delivery of a wide range of administrative assignments including support on performance review process and other confidential and/or sensitive projects. Assignments may include working cross-departmentally to assist and coordinate on-going projects. Assignments will often require close collaboration with other Facilities Department personnel and management. 10% · Performance of daily administrative tasks in support of division needs. Tasks may include expense reimbursements, note taking, scanning document/records, action tracking, scheduling interviews, serving as a LETS back-up, serving as a point of contact for new hires, maintenance of division-related website, planning for special events, and general logistical support. POSITION QUALIFICATIONS: Identify specific knowledge, skills, abilities, certifications or licenses required to perform the job, as well as physical and/or environmental factors under which the job must be performed. Identify Essential (required) and Marginal (preferred). Essential Specialized administrative experience supporting senior level management including demonstrated experience and proficiency in a broad range of general administrative services. Superior communication skills, including excellent phone presence, strong face-to-face and written communication skills, and excellent grammar and proofreading abilities. Advanced interpersonal skills necessary to use tact, diplomacy, and discretion when dealing with confidential and/or sensitive issues and work in a diverse team environment. Excellent computer skills including advanced experience with MS Office Suite applications Word, Excel, and PowerPoint, Project, Visio, email, calendar, and databases (such as Maximo, FMS or Procurement). Ability to work independently and carry out special assignments, with discretion and minimal supervision. Ability to prioritize work by considering its importance, urgency, risk and potential business, organization, or customer implications. Strong attention to detail, with a commitment to high quality work. Dependable analytical skills and problem solving skills to evaluate and identify problems and provide sound solutions or alternatives. Ability to exercise independent authority and judgment for the successful operation of a comprehensive administrative function or multiple functions within a large unit or program. Proactive, demonstrates initiative and is self-motivated. Ability to interface with personnel at all levels, directly or virtually. Marginal Proficiency with online cloud based collaboration tools such as Google Drive, Smartsheet, Databases, etc. Familiarity with University of California (UC) general administrative support services policies and procedures. Typically requires a minimum of 4 - 6 years-related experience


• Location: Berkeley, East Bay

• Post ID: 91848177 eastbay is an interactive computer service that enables access by multiple users and should not be treated as the publisher or speaker of any information provided by another information content provider. © 2018