Physics World · 2 weeks ago
Executive Business Operations Specialist
Livermore, CA
Full-time
Hybrid
Mid, Senior Level
$95K/yr - $116K/yrLawrence Livermore National Laboratory (LLNL) is seeking a dynamic Executive Business Operations Specialist to support the Associate Principal Deputy Director and drive innovation and operational excellence. The role involves managing schedules, leveraging technology for process improvement, and supporting high-impact committees to shape Laboratory strategy and operations.
Publishing
No H1B
Security Clearance RequiredU.S. Citizen Only
Responsibilities
Serve as a trusted partner to the Associate Principal Deputy Director, supporting high-impact committees and initiatives that shape Laboratory strategy and operations
Follow through on key decisions, track action items, and ensure accountability across teams to keep initiatives moving forward
Proactively manage intricate schedules, prioritizing with foresight and agility to ensure leaders are always prepared for what’s next
Harness advanced Excel skills to analyze, track, and report on key data. Utilize MS Teams to drive project momentum, keep tasks on track, and foster seamless collaboration
Embrace new digital solutions and confidently leverage AI including writing advanced AI prompts to process documents, automate workflows, and streamline administrative processes
Draft, edit, and finalize sensitive correspondence, agendas, reports, and presentations with clarity, professionalism, and discretion
Plan and coordinate internal and external meetings, including agenda development, attendee coordination, and follow-up on action items
Manage sensitive documents and topics, maintaining confidentiality and ensuring strict compliance with security protocols
Move fast, act decisively, and maintain composure under pressure-ensuring nothing falls through the cracks
Build trust quickly, collaborate well across functions, and contribute to a positive, supportive team culture
Proactively solve problems before they arise, anticipate needs, and remove obstacles so the APDD can focus on high-leverage work
Lead small to medium-scale projects supporting directorate-wide operational goals, including planning, task management, and process improvement efforts
Conduct in-depth analysis of operational and performance data, synthesize findings, and present actionable recommendations to senior management
Create and implement performance metrics and self-assessment tools for executive operations, monitor results, and initiate corrective actions to drive continuous improvement
Qualification
Required
Active DOE Q-level clearance
Proven experience providing executive-level support to senior management, with a track record of representing leaders to diverse stakeholders
Expertise in the Microsoft Suite, especially Excel, and proficiency with MS Teams for project/task tracking
Demonstrated experience with AI tools, including writing advanced prompts and implementing AI solutions to optimize office processes
Exceptional organizational skills with demonstrated ability to prioritize multiple complex tasks, work effectively under pressure, and meet tight deadlines
Excellent written and verbal communication skills including editing, and document preparation
Experience in strong judgment and discretion in handling sensitive information
Experience providing analytical and problem-solving mindset with a demonstrated ability to anticipate needs, resolve issues, and recommend improvements
Preferred
Associate of Arts Degree (AA) in a related field or equivalent combination of education and related experience
Comprehensive experience utilizing advanced Excel and Power BI for business planning, budgeting, and performance tracking
Demonstrated experience coordinating multi-faceted workflows and applying operational policies and process improvements in a complex business environment
Proven ability to serve as an operational liaison to senior management, lead cross-functional projects, and develop non-standard solutions in a dynamic environment
Benefits
Flexible Benefits Package
401(k)
Relocation Assistance
Education Reimbursement Program
Flexible schedules (depending on project needs)
Company
Physics World
Physics World is print and digital science magazine that features the latest interviews, information, and news from the physics world.
Founded in 1988
11-50 employees
Funding
Current Stage
Early StageCompany data provided by crunchbase