Jefferson Lab

As a matter of corporate policy, all JSA employees are required to be vaccinated against COVID-19. All successful hires will be required to provide COVID-19 vaccination verification as a condition of employment, subject to limited legally recognized exemptions to the COVID-19 vaccination.


Posting Date:
August 5, 2022
Salary Range:
$91,900 - $137,900 (SA III)
Work Location Type:
100% Dedicated On-site Work

Come join our team at Jefferson Lab, where great minds matter

What Your Job Will Be Like:

Are you looking for an opportunity to utilize your administrative skills in a highly visible and rewarding role? If so, consider joining Jefferson Science Associates as the Executive Office Administrator. Working under direction of the Chief Planning Officer, the Executive Office Administrator plays a crucial role in coordinating the daily activities of the senior leadership team of Jefferson Lab. The Executive Office Administrator supervises up to six exempt and non-exempt administrative staff who work collectively to support the senior leadership team. Under the Executive Office Administrators direction the administrative staff manages tasks ranging from, maintaining integrated calendars, to review, approval, distribution, and retention of correspondence, reports, plans, and presentations, make travel arrangements, and coordinate with other Jefferson Laboratory divisions and offices to achieve seamless, timely, and professional operation of a dynamic research and development center. The Executive Office Administrator assists the senior leadership team develop, document, and implement policies, procedures, workflows, and tools to streamline the administrative operation of the laboratory while ensuring the administrative staff develop and maintain the required expertise through formal training, and regular feedback


In This Role, You Will:

  • Manage the daily operations of the Directorate Office and supervise the offices administrative staff, exempt and non-exempt, to include recruiting new administrative staff members when necessary and providing initial and recurrent training, coaching, and performance management
  • Create, implement, and oversee policies, procedures, workflows, and tools required to ensure timely and efficient operation of the Directorate Office
  • Plan and coordinate Directorate Office meetings and reviews and ensure all logistics, administrative functions, and catering are arranged and ready in accordance with policies and procedures
  • Develop and oversee a system to manage and track all Directorate Office correspondence, contracts deliverable, action items, and review recommendations.
  • Serve as the principal executive assistant to the Lab Director to include management of their complex schedule, coordinating meetings with internal and external contacts, preparing and tracking travel, and assist with the preparation and management of correspondence, reports, and briefings.
  • Manage the Directorate Office communication, scheduling, and logistics for internal events such as board meetings, board reports, staff meetings, and managers meetings.
  • When designated serve as the principal point of contact for external customers in order to coordinate calendars, meetings, communications, and materials.

Qualifications We Require:

Education:
Bachelors degree, plus

Experience:
10 years of experience or any equivalent combination of education and experience

Knowledge, Skills and Abilities:

  • Demonstrated organization and supervisory skills, with attention to detail and the ability to multi-task
  • Highly proficient in Microsoft 365, to include Share Point, Teams, Excel, Outlook, PowerPoint, Word, and Adobe Acrobat Pro
  • Excellent written and oral communications skills, to include strong grammatical, formatting and proof reading skills
  • Ability to produce quality, easily understood documents for diverse audience
  • Demonstrated experience in event management, scheduling meetings and reviews for executive -level management including virtual and in person meetings
  • Ability to balance and prioritize work to deliver results and meet deadlines
  • Ability to work in a team environment, while maintaining a level of of discretion in handling confidential and highly sensitive matters
  • Demonstrated experience in arranging and processing domestic and foreign travel from request to reimbursement
  • Demonstrated analytical, problem-solving, conflict resolution, and negotiation skills

Qualifications We Desire:

  • Knowledge of document control and records management


About Jefferson Lab Join a community with a common purpose of solving the most challenging scientific and engineering problems of our time. The Jefferson Lab campus is located in southeastern Virginia amidst a vibrant and growing technology community. A career at Jefferson Lab is more than a job. You will be part of “big science” and work alongside top scientists and engineers from around the world unlocking the secrets of our visible universe. Managed by Jefferson Science Associates, LLC; Thomas Jefferson National Accelerator Facility is entering an exciting period of mission growth and is seeking new team members ready to apply their skills and passion to have an impact. You could call it work, or you could call it a mission. We call it a challenge. We do things that will change the world.

Total Rewards at Jefferson Lab At Jefferson Lab, we believe that a comprehensive employee benefits program is an important and meaningful part of the compensation employees receive. Our benefits program includes, but is not limited to:

  • Medical, Dental, and Vision Care Plans
  • Flexible Spending Accounts
  • Paid Time-off and Leave Programs (Paid Parental, vacation, holidays, and sick leave)
  • 401(k) Plan – 9% Lab Contribution; 100% vested
  • Flexible Work Arrangements (Remote & Alternate Work Schedules available)
  • Tuition Assistance, Training and Professional Development Programs
  • Live near the waterways of the Chesapeake Bay region with access to nearby beaches, mountains, and all major metropolitan centers on the East Coast

Jefferson Science Associates, LLC (JSA) manages and operates the Thomas Jefferson National Accelerator Facility (Jefferson Lab). JSA is an Equal Opportunity Employer and does not discriminate in hiring or employment on the basis of race, color, religion, ethnicity, sex, sexual orientation, gender identity, national origin, ancestry, age, disability, or veteran status or on any other basis prohibited by federal, state, or local law. As part of the JSA’s equal employment opportunity policy, we also take affirmative action as called for by applicable laws and Executive Orders to ensure that minority group individuals, females, disabled veterans, recently separated veterans, other protected veterans, Armed Forces, and qualified disabled persons are introduced into our workforce and considered for promotional opportunities.

JSA is committed to providing reasonable accommodations for persons with disabilities (unless doing so will result in an undue hardship). If you need a reasonable accommodation for any part of the employment process, please send an e-mail to employment @ jlab.org or call (757) 269-7598 to provide the nature of your request. Reasonable accommodations are considered on a case-by-case basis.

Employment with JSA is conditional upon DOE approval if at any time during your employment you are participating in a Foreign Government Talent Recruitment Program or Affiliated activity. Generally, such programs/activities include any foreign-state-sponsored attempt to acquire U.S.-funded scientific research through programs run or funded by the government that target scientists, engineers, students, academics, researchers, and entrepreneurs of all nationalities working or educated in the United States. This includes positions or appointments, both domestic and foreign, titled academic, professional, or institutional appointments whether or not remuneration is received and whether full-time, part-time or voluntary.