Office Manager/Executive Assistant - Innovation & Partnerships Office

Company Description

Join us and make YOUR mark on the World!

Lawrence Livermore National Laboratory (LLNL) has turned bold ideas into world-changing impact advancing science and technology to strengthen U.S. security and promote global stability. 

Our mission spans four critical national security areas nuclear deterrence, threat preparedness, energy security, and multi-domain defense empowering teams to take on the toughest challenges of today and tomorrow. With a culture built on innovation and operational excellence, LLNL is a place where your expertise can make a real impact.

Job Description

We're looking for an Office Manager/Executive Assistant to provide a broad range of administrative, executive support, and business operation services for Innovation & Partnerships Office (IPO) leadership and staff. Under limited direction, you will perform diverse and complex assignments requiring initiative, independent judgment, discretion, and follow-through in a fast-paced environment with frequent interruptions and competing priorities.

You will serve as a key point of contact for the office and coordinate activities involving internal and external stakeholders in support of partnership, agreement, and intellectual property functions.

This position may offer a hybrid schedule, which includes the flexibility to work from home one or more days per week, after a probationary period. The specifics of the hybrid schedule, including the exact number of days required in the office and virtual work options may vary based on the needs of the team and the organization.

This position will be filled at either level based on knowledge and related experience as assessed by the hiring team. Additional job responsibilities (outlined below) will be assigned if hired at the higher level.

You will

• Coordinate office business and administrative processes, interpret and apply established procedures, and identify and resolve routine to moderately complex administrative issues.
• Manage and coordinate complex calendars and commitments for the IPO Director, independently determining priorities, resolving scheduling conflicts, and ensuring alignment with office and organizational needs.
• Serve as a primary administrative point of contact for the office, assessing and responding to inquiries, determining appropriate actions, gathering and disseminating information, and ensuring timely follow-up and resolution of administrative matters.
•  Identify opportunities to improve administrative processes, tools, and workflows to enhance office efficiency and effectiveness.
• Initiate, format, proofread, edit, and finalize a variety of documents and communications, including correspondence, memoranda, itineraries, agendas, reports, presentations, forms, and other business materials that may be sensitive or time-critical.
• Coordinate domestic and international travel arrangements and itineraries; prepare and process related expense, reimbursement, payment, membership, and clearance transfer requests.
• Organize and execute internal meetings, external visits, workshops, and special events, including scheduling, attendee coordination, agenda preparation, room arrangements, badging, tours, hospitality, information distribution, and day-of logistics.
• Track, prioritize, and coordinate a variety of office actions and requests, ensuring accuracy, timeliness, and compliance with applicable policies and procedures.
• Review and maintain office records, files, and shared administrative resources to ensure consistency and compliance with Laboratory requirements and established business practices.
• Provide backup coverage and cross-team support to other Deputy Director for Science and Technology (DDST) administrative personnel as needed.
• Perform other duties as assigned.

Additional job responsibilities, at the A01.2 level

• Independently perform a full range of advanced and complex executive support assignments with minimal direction.
• Coordinate high-visibility meetings, visits, and events involving senior leaders, external partners, and multi-organization participants.
• Anticipate administrative needs, identifying issues in advance, and independently recommend and implement solutions.
• Lead administrative projects, office process improvements, or special assignments.
• Serve as a resource or mentor to other administrative staff.

Qualifications

• Ability to secure and maintain a U.S. DOE Q-level security clearance which requires U.S. citizenship.
• Experience coordinating work activities and multi-faceted internal processes in a business, operational, scientific, or technical environment involving internal and external stakeholders.
• Experience supporting and representing a manager. Experience representing an office or organization to diverse internal and external contacts.
• Experience managing calendars, meetings, travel, and office logistics while balancing multiple priorities.
• Experience preparing, editing, and finalizing business correspondence, reports, presentations, or related documentation.
• Demonstrated organizational skills, attention to detail, flexibility, and ability to independently follow through on assignments.
• Demonstrated effective verbal, written, and interpersonal communication skills.
• Demonstrated judgment, tact, discretion, and ability to handle sensitive matters appropriately.
• Demonstrated problem-solving skills and ability to anticipate, identify, and resolve administrative issues.
• Advanced proficiency with Microsoft Office applications and experience using collaboration tools such as Microsoft Teams, Webex, OneDrive, and SharePoint.

Additional qualifications at the A01.2 level

• Advanced experience providing administrative and executive support in a business, operational, scientific, or technical environment.
• Advanced experience coordinating multiple work activities and multi-faceted administrative processes with minimal direction.
• Advanced experience supporting managers or office leadership with complex calendars, high-visibility meetings, travel, and sensitive or time-critical matters.
• Experience leading administrative projects, process improvements, or special office initiatives.
• Demonstrated ability to research, interpret, and apply organizational policies and procedures to administrative activities.
• Expert proficiency with Microsoft Office applications and strong working knowledge of collaboration and business systems used to support office operations.

Qualifications We Desire

• Familiarity with LLNL policies, procedures, administrative practices, and business systems.
• Knowledge of LLNL business applications and processes such as LEAP, TIME, EAM, LTRAIN, ePay, and Concur.
• Experience supporting an organization involved in external partnerships, agreements, technology transfer, intellectual property, or related business activities.
• Experience coordinating visits, events, or meetings involving outside organizations or senior stakeholders.
• Associate degree in a related field.

Pay Range

$82,140 - $100,608 Annually for the A01.1 level

$94,560 - $115,728 Annually for the A01.2 level

This is the lowest to highest salary we in good faith believe we would pay for this role at the time of this posting; pay will not be below any applicable local minimum wage.  An employee’s position within the salary range will be based on several factors including, but not limited to, specific competencies, relevant education, qualifications, certifications, experience, skills, seniority, geographic location, performance, and business or organizational needs.

Additional Information

#LI-Hybrid

Position Information

This is a Career Indefinite position, open to Lab employees and external candidates.

Why Lawrence Livermore National Laboratory?

• Included in 2026 Best Places to Work by Glassdoor!
• Flexible Benefits Package
• 401(k)
• Relocation Assistance
• Education Reimbursement Program
• Flexible schedules (*depending on project needs)
• Our values - visit https://www.llnl.gov/inclusion/our-values

Security Clearance

This position requires a Department of Energy (DOE) Q-level clearance.  If you are selected, we will initiate a Federal background investigation to determine if you meet eligibility requirements for access to classified information or matter. Also, all L or Q cleared employees are subject to random drug testing.  Q-level clearance requires U.S. citizenship. 

Pre-Employment Drug Test

External applicant(s) selected for this position must pass a post-offer, pre-employment drug test. This includes testing for use of marijuana as Federal Law applies to us as a Federal Contractor.

Wireless and Medical Devices

Per the Department of Energy (DOE), Lawrence Livermore National Laboratory must meet certain restrictions with the use and/or possession of mobile devices in Limited Areas. Depending on your job duties, you may be required to work in a Limited Area where you are not permitted to have a personal and/or laboratory mobile device in your possession.  This includes, but not limited to cell phones, tablets, fitness devices, wireless headphones, and other Bluetooth/wireless enabled devices.  

If you use a medical device, which pairs with a mobile device, you must still follow the rules concerning the mobile device in individual sections within Limited Areas.  Sensitive Compartmented Information Facilities require separate approval. Hearing aids without wireless capabilities or wireless that has been disabled are allowed in Limited Areas, Secure Space and Transit/Buffer Space within buildings.

How to identify fake job advertisements

Please be aware of recruitment scams where people or entities are misusing the name of Lawrence Livermore National Laboratory (LLNL) to post fake job advertisements. LLNL never extends an offer without a personal interview and will never charge a fee for joining our company. All current job openings are displayed on the Career Page under “Find Your Job” of our website. If you have encountered a job posting or have been approached with a job offer that you suspect may be fraudulent, we strongly recommend you do not respond.

To learn more about recruitment scams: https://www.llnl.gov/sites/www/files/2023-05/LLNL-Job-Fraud-Statement-Updated-4.26.23.pdf

Equal Employment Opportunity

We are an equal opportunity employer that is committed to providing all with a work environment free of discrimination and harassment. All qualified applicants will receive consideration for employment without regard to race, color, religion, marital status, national origin, ancestry, sex, sexual orientation, gender identity, disability, medical condition, pregnancy, protected veteran status, age, citizenship, or any other characteristic protected by applicable laws.

Reasonable Accommodation

Our goal is to create an accessible and inclusive experience for all candidates applying and interviewing at the Laboratory.  If you need a reasonable accommodation during the application or the recruiting process, please use our online form to submit a request. 

California Privacy Notice

The California Consumer Privacy Act (CCPA) grants privacy rights to all California residents. The law also entitles job applicants, employees, and non-employee workers to be notified of what personal information LLNL collects and for what purpose. The Employee Privacy Notice can be accessed here.