Senior Administrator

Lawrence Berkeley National Lab’s (LBNL ) Projects & Infrastructure Modernization Division has an opening for a Senior Administrator to join the team.

In this exciting role, you will provide a comprehensive range of specialized executive-level management support to the PIMD Division Director as well as general administrative support to the PIMD Division. You will be expected to apply extensive knowledge of advanced techniques, concepts, and methods and independently manage complex administrative activities as assigned. Responsibilities include managing and triaging all aspects of travel and scheduling, independently managing and/or deploying the appropriate resources needed to ensure the accurate and timely preparation of necessary meeting materials, along with creating, editing and reviewing correspondence and presentations. The incumbent will work closely with the Division Director and the Division Leadership Team to achieve the goals and objectives of the division while handling confidential and sensitive information appropriately.

What You Will Do:

• Expediently and effectively manage and perform complex and specialized administrative activities and information.
• Manage incoming requests for the PIMD Division Director and determine appropriate course of action. Exercise significant professional judgment and independent initiative, triage complex and sensitive incoming issues; develop and recommend solutions to complex problems; determine appropriate course of action and execute accordingly. 
• Proactively manage and track the PIMD Division Director’s daily activities to ensure they stay on track for the day. Monitor action items and ensure completion. Proactively provide necessary information and materials needed in preparation for meetings and events, and obtain information and follow-up actions needed after events. 
• Exercise leadership and effective communications skills when interacting with all levels within Berkeley Lab, outside organizations (i.e. DOE, the University of California, and other high-profile organizations), management, and operations and scientific staff within LBNL.
• Deliver executive level support for the PIMD Division Director’s travel arrangements and detailed itineraries, and scheduling. Also responsible for initiating visitor arrangements and coordinating briefing materials for on-site meetings and events.  
• Create and compile high-quality briefing materials, meeting agendas, talking points, etc. to prepare the Division Director to manage his activities in an organized manner. 
• Maintain a calm and composed demeanor at all times, exercising sound professional judgment and absolute discretion in order to effectively address sensitive issues. 
• Responsible for various special projects requiring independent research and analysis. 
• Provide general administrative support to the PIMD Division, including, ordering supplies, assisting with the onboarding of new employees, and assisting with general administrative requests from PIMD management and staff. 

What is Required:

• Bachelor’s degree in business, finance, or other related field and at least 5 years of related and significant experience in support of an executive/leadership team, or an equivalent combination of education and experience.
• 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 successfully interfacing with executive/senior management and/or high-level officials.
• Advanced verbal and written communication skills.
• Excellent organization skills.
• Editing skills sufficient to edit a variety of documents for grammar, syntax, style, and clarity. Proofread and correct your own work and submit high quality final documents. 
• Ability to appropriately follow, analyze, and interpret policies and procedures of particular governing institutions (i.e., Department of Energy, UC Berkeley and LBNL) with respect to procurement, equipment inventory, travel, space, and others as needed. 
• Demonstrated experience effectively analyzing, utilizing and improving administrative/organizational processes.
• Highly developed sense of confidentiality and discretion.
• Ability to work effectively in a fast-paced, high-profile environment. 
• Ability to work productively under pressure and tight deadlines. 
• Strong problem-solving skills and analytical ability. 
• Ability to maintain composure and act swiftly and effectively in crisis situations.
• Demonstrate resourcefulness, have a proactive orientation to projects and consistently follow through to timely completion.
• Ability to both independently and consultatively establish priorities to ensure timely completion of multiple, often interdependent, projects.
• Flexibility and adaptability to changing needs of a busy division in a changing environment.
• Anticipate and plan for contingencies and be able to handle unexpected situations.
• Proficient computer skills, including Mac and PC, Microsoft Office and Google Apps.
• Experience independently handling the full spectrum of travel and calendar arrangements.

Desired Qualifications:

• Experience in a project-based organization supporting a managed portfolio of engineered construction projects.

Notes:

• This is a full-time career appointment, exempt (monthly paid) from overtime pay.
• This position will be hired at a level commensurate with the business needs and the skills, knowledge, and abilities of the successful candidate.
• 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.
• This position is eligible for a hybrid work schedule – a combination of teleworking and performing work on site at Lawrence Berkeley National Lab, 1 Cyclotron Road, Berkeley, CA. Work schedules are dependent on business needs. Individuals working a hybrid schedule must reside within 150 miles of Berkeley Lab.

Based on University of California Policy – SARS-CoV-2 (COVID-19) Vaccination Program and U.S Federal Government requirements, Berkeley Lab requires that all members of our community obtain the COVID-19 vaccine as soon as they are eligible. As a condition of employment at Berkeley Lab, all Covered Individuals must Participate in the COVID-19 Vaccination Program by providing proof that vaccination requirements have been met or submitting a request for Exception or Deferral. Visit covid.lbl.gov for more information.

Berkeley Lab is committed to Inclusion, Diversity, Equity and Accountability (IDEA) and strives to continue building community with these shared values and commitments. 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.

Equal Opportunity and IDEA Information Links: Know your rights, click here for the supplement: Equal Employment Opportunity is the Law and the Pay Transparency Nondiscrimination Provision under 41 CFR 60-1.4.