Administrative Assistant (NWS 00643)

Essential Duties

- Serve as a resource in day-to-day administrative matters to all levels of management, both internal and external to the Laboratory.

- Represent management in daily matters to gather, clarify, and disseminate information and coordinate information and activities.

- Compile, coordinate, prepare and keyboard numerous diverse and complex administrative documents, scientific reports including graphs, charts, tables, and graphics; and correspondence, including documents of a highly sensitive nature.

- Establish and maintain complex databases, spreadsheets, files, and tracking systems both electronic and hard copy.

- Independently track action items; ensure timely flow of organizational paperwork and check for accuracy and completeness prior to submission to management for approval.

- Serve as a resource and interpret institutional, directorate, and department administrative policies and procedures.

- Manage complex calendars; independently determine scheduling priorities, committing, and managing time, and coordinating and scheduling multiple attendees.

- Prepare travel paperwork for travel and process expense reports.

- Serve as an administrative team member working on directorate-wide special projects.

- Contribute creatively to event planning initiatives, potentially taking the lead from inception to completion, to ensure seamless organization and execution while exceeding stakeholders’ objectives and expectations.

- Perform all assignments in accordance with ES&H, security, and business practice requirements and policies.

- Perform all other duties as assigned.

Essential Skills, Knowledge, and Abilities

- Advanced secretarial and administrative experience with accurate keyboarding, professional command of grammar, proficient editing skills, and a high-level of attention to detail to prepare multiple complex documents.

- Excellent organizational skills and experience working under minimal supervision, in a multitask environment of rapidly changing priorities, deadlines and frequent interruptions.

- Excellent communication and interpersonal skills necessary to interact effectively with a diverse workforce and all levels of management.

- Advance computer skills and experience with MS Office and the ability to learn new software quickly.

- Problem-solving and decision-making skills to anticipate, identify, and independently recommend appropriate actions and solutions to complex administrative problems.

- Ability to be self-motivated and flexible, exercising a high degree of discretion and mature judgement in handling business sensitive information, as well as personnel interactions.

- Experience arranging travel.

- Experience working effectively as a team member, as well as independently.

Desired Skills, Knowledge, and Abilities

- Experience working with M365 Environment, such as SharePoint, Power Automate and Forms.

- Experience planning and coordinating events of diverse scales.

Job Type: Full-time

Pay: $44.02 per hour

Benefits:

• 401(k)
• Dental insurance
• Health insurance
• Paid time off
• Vision insurance

Schedule:

• 8 hour shift

Experience:

• Customer service: 1 year (Preferred)

Ability to Commute:

• Livermore, CA 94550 (Required)

Work Location: In person