Executive Assistant - Molecular Foundry
Lawrence Berkeley National Laboratory - Berkeley, CA

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The Molecular Foundry Directorate at Lawrence Berkeley National Laboratory seeks a dynamic executive assistant to the Molecular Foundry Directorate, providing a highly sophisticated level of administrative aid. The best fit is a team player who has a high degree of professional maturity, judgment, and discretion to handle sensitive and executive-level matters involving multiple institutional affiliations. Given the highly visible nature of the Foundry research, the successful candidate must be articulate and mindful in all communications, particularly with the Department of Energy (DOE), the media and/or the general public. This role is a departmental liaison, coordinating communications and planning activities between the Directorate and DOE program managers that oversee the Foundry, Foundry Facility Directors, Material Sciences Division personnel, Berkeley Laboratory senior management, and representatives of other national laboratories and universities.

Key Responsibilities:
Executive support:
Provide day-to-day, dependable administrative support for the Directorate, including calendar management, scheduling meetings, prioritizing, tracking and managing action items and other logistical support for the Directorate projects and events. Briefs the Directorate as necessary before meetings and appointments using concise language and clear verbal and written communication. Responds proactively and resolves matters that do not require the Directorate’s attention and that fall within departmental practices, protocols and established policy, whether routine or not routine. Provides administrative support to the Foundry researchers working under the supervision of the Directorate (e.g. postdocs and students based at the Foundry). Manages and oversees logistics of meetings for that group and the Foundry directorate. Uses advanced writing and communication skills to draft effective letters, memos, summaries, and other documents for various audiences, often in a confidential capacity and to all levels of the Laboratory, University, or Department of Energy organizations, as well as to outside partners or the general public.

Travel arranging:
Arranges complex foreign and domestic travel for hotel, air and ground transportation, and aids in the completion and submission of expense and trip reports for the Directorate, guests of the Directors, and others as assigned.

Business systems:
Utilizes Laboratory electronic systems on PC or Apple platforms as well as Microsoft Office Suite and web-based applications to facilitate business processes for the Directorate in the following administrative/organization areas: calendar coordination, travel, assessment and disposition of email and telephone calls, expense tracking, meeting planning and event coordination. Tracks action items, ensuring continuous business process flow. Makes logistical arrangements accordingly and provides timely communication.

Event coordination:
Manages and coordinates administrative and logistical arrangements for special/large on- and off-site meetings including coordination with other administrative staff and Conference Services, as appropriate. May attend meetings to provide on-site coordination throughout the event, capture minutes, and otherwise facilitate.

Liaison and communications:
Serves as liaison between the Directorate, DOE staff, senior Laboratory management and Foundry Facility Directors to receive and disseminate information with tact and diplomacy and in a calm and professional manner. Helps coordinate interactions between the Director and Deputy Director. Serves as primary point of contact on behalf of the Directorate, directing and screening incoming communications and resolving issues independently, when possible. Screens contact with Directorate based on knowledge of workload, meeting expectations, and current issues of importance. Gathers, composes and disseminates information to various groups.

Coordination of Foundry activities

: Works independently and consultatively with other staff members to establish work priorities to ensure timely completion of multiple, often inter-dependent projects. Works independently and as part of a team with Foundry staff and Division management and staff to plan and coordinate administrative activities and support services for the Foundry Directorate. Triages a broad range of management and administrative issues, often of a sensitive, confidential and/or time critical nature to determine a course of action or identify and route to appropriate resources, particularly where media attention may be drawn.

Qualifications:
Professional executive level administrative experience in a scientific/technical/research environment

Extensive skills in calendar coordination, travel arranging, meeting planning, expense tracking, email and telephone reception and message disposition assessment

Possess superior analytical, organizational, and multi-tasking skills with strong attention to detail

Ability to independently and consultatively establish priorities to ensure timely completion of multiple, often inter-dependent projects

Ability to work well independently and in an administratively diverse team environment

Ability to work effectively in a fast-paced, high profile, dynamic environment and can anticipate and plan for contingencies while handing unanticipated complications and opportunities

Excellent verbal and listening communication skills including the ability to concisely summarize information received orally or in writing; able to communicate effectively and work cooperatively with all internal and external audiences

Calm, confident professional demeanor; tact and diplomacy and the ability to maintain strict confidentiality

Excellent written communication skills including the ability to write effective letters, memos, and summaries for various audiences, including all levels of the Laboratory organization as well as UC DOE and the community

High dependability and the ability to perform administrative tasks for a full work day and a 40 hour work week

Proficiency on PC and Apple computers and various software applications including MS Word, Excel, PowerPoint, various email and calendaring applications, Adobe Acrobat, and database and web-based software

California driver’s license

Preferred familiarity with the University of California, Berkeley Lab, and the Department of Energy policies and procedures

Desirable:
Able to work extended hours as needed

Design and development electronic information management systems and databases

Note:
The position reports to and takes direction from the Foundry Deputy Director for Research. This is a career appointment and represented by a union for collective bargaining purposes. Berkeley Lab hires require background checks.

About Us

The Molecular Foundry is a Department of Energy-funded program providing support to researchers from around the world whose work can benefit from or contribute to nanoscience. Through unparalleled access to state-of-the-art instruments, materials, technical expertise and training, the Foundry provides researchers with the tools to enhance the development and understanding of the synthesis, characterization and theory of nanoscale materials. Learn more at

foundry.lbl.gov

.

Berkeley Lab 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 13 Nobel prizes. The University of California manages Berkeley Lab for the U.S. Department of Energy’s Office of Science. Read about the excellent

Total Rewards Program

at Berkeley Lab.

Berkeley Lab is an Affirmative Action/Equal Opportunity Employer committed to the development of a diverse workforce. Learn more at

http://www.lbl.gov/

.

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