BSE Division Director Executive Assistant
at Ronin Staffing

Date Posted: 12/5/2019

Job Description

HERE’S THE JOB DESCRIPTION:       
Job Title: Executive Assistant
Pay Rate: DOE
Location: Emeryville, CA 94608
Duration of Assignment: 5 month contract with possible extension

Position Summary:

  •  Contract executive assistant to support world class research. The successful candidate will provide executive administrative support to the Division Director. The Senior Administrator will provide a full range of moderately difficult to complex technical and administrative duties including creating technical solutions to dept needs and event coordination, where necessary. The successful candidate will also help interpret policy, formulate recommendations and implement guidelines. This position will interact with all levels of staff including senior LBNL management staff, Department of Energy (DOE) Headquarters employees, high-level officials in government and other external organizations.

Job Duties/Responsibilities:

  • Provide direct day-to-day administrative support to the Division Director. Maintain calendar and set-up and coordination of calls and meetings. Complete complex travel and travel reimbursements. Represent Division Director in administrative matters; serve as a point of contact and resolve issues as appropriate.
  • In direct support of the Division Director and the team, triage a broad range of moderately complex, unique and sometimes sensitive Division issues; decide on a course of action and formulate recommendations and/or identify and route to the appropriate resources.
  • Proactively work with Division colleagues to create and/or deploy technical solutions to Division needs, including but not limited to survey creation and execution, website content maintenance, database creation, and videoconference set-up.
  • Respond to and ensure effective communication between the Division Director, Division Leadership team and a broad range of individuals within the National Laboratories, UC campuses and external organizations.
  • Compose, draft, edit and prepare communications on behalf of the Division Director and Division Leadership team, including sensitive or strictly confidential items as appropriate including technical reports and presentations using appropriate computer applications.
  • Coordinate full range of events such as meetings, reviews, seminars and retreats.
  • Analyze emerging work demands, independently determine scheduling priorities and develop systems and solutions to effectively complete work.
  • Manage purchases of office equipment.
  • Will work at a high level of independence and responsibilities in carrying out assignments.
  • Exercise creative problem solving and critical thinking, initiative and judgment in triaging unusual or exception situations with minimal supervision in a dynamic, often pressured environment.
  • Serve as a point of contact and as appropriate manage outside inquiries and requests regarding information of a complex nature.
  • Perform and coordinate special assignments and projects as required.
  • Work with Division and Area staff on projects in support of the Division and/or Area overall

Skills Required:

  • Demonstrated technical experience with online productivity programs and applications.
  • Demonstrated administrative experience supporting senior level management.
  • Effective organizational and planning skills sufficient to independently establish priorities.
  • Ability to use sound judgment and initiative to carry out multiple assignments in a timely manner.
  • Extensive experience interacting diplomatically and professionally with internal and external customers.
  • Effective communication and interpersonal skills necessary to use tact, diplomacy, and discretion when dealing with sensitive issues and the ability to work in a diverse team environment.
  • Effective written composition skills necessary to prepare correspondence and administrative reports that are concise, logical, and grammatically correct and experience in editing the work of others.
  • Demonstrated experience communicating and disseminating information flow to various appropriate audiences.
  • Strong analytical skills to evaluate and identify problems and provide sound solutions or alternatives.
  • Ability to exercise independent authority for the successful completion of all duties.

Job Snapshot

  • Employee Type: Contractor
  • Location: Oakland, CA
  • Job Type: Executive
  • Experience: Not Specified
  • Date Posted: 12/5/2019

About Us

Founded in 1999 as a woman- and minority-owned IT staffing organization, Ronin Staffing has grown into a full-service staffing search firm that recruits and places qualified and quality candidates with expertise in a wide range of areas, including Engineering, Aerospace, Administration, Accounting/Financing, to name a few. We offer contract-only, contract-to-hire or direct-hire services to our clients and our contractors alike.

Our team of experienced, dynamic and tenacious recruiting specialists will provide you with the personal assistance you need to keep your career moving onward and upward. Whether you are looking for hourly, mid-management or executive level positions, you can be confident in our recruiters’ ability to match you with just the right assignments with just the right companies to suit your needs. Many members of our staff have backgrounds in the industries for which they now recruit, and Ronin has become one of the leaders in providing professionals to Fortune 100, 500, and 1000 companies.

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