Job Description

Job Description

We have an opening for an Administrative Specialist within the Weapons Business Operations Division (WBOD). You will work under limited supervision, perform a full range of moderately difficult administrative and task-oriented assignments in a dynamic and fast paced environment with frequent interruptions and conflicting priorities. This will be supporting AI3 and SD IT and is within the Strategic Deterrence (SD) Directorate.

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.

In this role, you will

• Assist with approvals, reservations, updates, and expense processing.
• Handle administrative tasks related to Travel Authorization, Expense Report, Payment Request, Fleet Services and the Electronic Conference Approval System.
• Serve as a fully trained backup to the programmatic executive assistant, with the ability to calendar and address urgent matters requiring immediate attention or updates.
• Coordinate scheduling by booking rooms, determining availability, collaborating with attendees and their assistants, and maintaining organizational tools such as color-coded proposals.
• Update and maintain the program calendar by incorporating new events/meetings and making necessary adjustments.
• Facilitate the creation, utilization (via LivChat), and distribution of meeting notes.
• Manage logistics including hospitality orders, transportation reservations, tour bookings, badging coordination, TID orders (e.g., name tags, signage, posters, swag), budget/expense tracking, NR fund processing, TESA access requests, agenda development, hotel block arrangements, and collection/organization of presentation materials (classified and unclassified).
• Coordinate attendee information, facility layouts, and security requirements (e.g., medical devices or service animals).
• Provide day-of-event support such as badge checks, door monitoring, hospitality setup, cleanup, and secure handling of classified materials as needed.
• Perform additional administrative tasks as needed, including submitting ServiceNow tickets, processing purchase requests in LINCS, and managing IM submissions.
• Perform other duties as assigned.

Qualifications:
Qualifications

• This position requires an active Department of Energy (DOE) Q-level clearance or active Top-Secret clearance issued by another U.S. government agency at the time of hire.

• Advanced administrative knowledge and experience including accurate keyboarding, editing, grammar, and proofreading skills; advanced knowledge of office procedures, techniques, and methods.

• Excellent organizational skills, attention to detail, accuracy and follow-through.

• Experience working under limited supervision, in an environment of rapidly changing priorities, deadlines, and frequent interruptions.

• Effective communication and interpersonal skills necessary to interact with a diverse workforce and represent the organization with all levels of management, internal and external to the Laboratory, using tact, diplomacy, and discretion.

• Demonstrated problem-solving and advanced decision-making skills necessary to identify and make recommendations for administrative problems.

• Demonstrated ability to be self-motivated and flexible, exercising discretion and mature judgment in handling business sensitive and/or classified information, as well as personnel interactions.

• Advanced computer skills and experience with the Microsoft Office Suite and database and calendaring software, and the ability to learn new software quickly.

• Experience arranging domestic and/or foreign travel.
  Advanced experience compiling, tracking, monitoring, resolving, and reporting data and results with advanced organizational skills and experience working under minimal supervision, in a multitask environment of rapidly changing priorities, deadlines, and frequent interruptions.

• Demonstrated ability to be self-motivated and flexible, exercising a high degree of discretion and mature judgment in handling complex business sensitive and classified information, as well as personnel interactions.

• Demonstrated advanced customer service skills and advanced written and verbal communication skills to interact effectively with all levels of personnel in a scientific environment.

Additional Information

All your information will be kept confidential according to EEO guidelines.

Position Information

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

Why Lawrence Livermore National Laboratory?

• Included in 2025 Best Places to Work by Glassdoor!
• Flexible Benefits Package
• 401(k)
• Education Reimbursement Program
• Flexible schedules (*depending on project needs)
• Our values - visit

Security Clearance

This position requires an active Department of Energy (DOE) Q-level clearance or active Top Secret clearance issued by another U.S. government agency at time of hire.

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.

Pre-Placement Medical Exam

A job related pre-placement medical examination may be required.

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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.

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