Executive Assistant - Human Resources, Division 3000

About Sandia:

Sandia National Laboratories is the nation's premier science and engineering lab for national security and technology innovation, with teams of specialists focused on cutting-edge work in a broad array of areas. Some of the main reasons we love our jobs:

• Challenging work with amazing impact that contributes to security, peace, and freedom worldwide

• Extraordinary co-workers

• Some of the best tools, equipment, and research facilities in the world

• Career advancement and enrichment opportunities

• Flexible work arrangements for many positions include 9/80 (work 80 hours every two weeks, with every other Friday off) and 4/10 (work 4 ten-hour days each week) compressed workweeks, part-time work, and telecommuting (a mix of onsite work and working from home)

• Generous vacations, strong medical and other benefits, competitive 401k, learning opportunities, relocation assistance and amenities aimed at creating a solid work/life balance*

World-changing technologies. Life-changing careers. Learn more about Sandia at: http://www.sandia.gov*These benefits vary by job classification.

What Your Job Will Be Like:

We are seeking a high performing Executive Assistant to support the Human Resources Division. As Division 3000's Executive Assistant (EA), you will partner with various levels of Administrative Professionals (APs) within our Division and bring your outstanding organizational skills to ensure the Division office runs smoothly and efficiently!

You will be responsible for handling the Executive Director's time, coordinating challenging calendars within tight time constraints, and making important connections possible while keeping on top of competing priorities in a fast-paced environment. In addition, responsibilities will include confidential, strategic partnership and administrative assistance, handling information, and representing the Executive Director (ED) to others in multiple environments.

On any given day, you may be asked to:

• Serve as the point of contact for the division office, triaging calls, emails, and walk-ins.

• Manage the ED's calendar and prioritize incoming requests to optimize time commitments and maximize effectiveness.

• Handle correspondence and gather information to conserve the ED's time, while keeping them informed of schedule changes and urgent requests.

• Oversee division office activities and perform complex administrative duties.

• Plan and coordinate logistics for critical meetings and events for the ED and the division.

• Arrange complex domestic and international travel for the ED.

• Work independently, under general direction, and report upon completion of assigned duties and projects.

• Closely collaborate with the Division Office and Executive HR Services team.

• Exercise initiative and independent judgment in leading activities and special projects of extended duration.

• Track deliverables for the division office and the ED.

• Ensure effective records management with appropriate confidentiality.

• Apply knowledge of a broad range of specialized functions and assist in coordinating activities with other organizations.

• Collaborate with other division EAs to establish laboratory best practices.

Oversight and Mentoring of Administrative Professional (AP) Staff:

• Oversee AP processes and procedures.

• Delegate tasks to APs and monitor deliverables.

• Lead onboarding and hiring processes, ensuring alignment with the AP Competency Model.

• Provide guidance and training to APs as needed.

• Act as a resource and role model for APs.

• Assist in hiring, onboarding, and training new APs.

• Ensure APs have access to necessary tools.

• Continuously evaluate and identify up-to-date tools and resources.

• Contribute to the creation of job aids and guides.

• Participate in process improvement activities within the Administrative Professional Executive Committee (APEC).

• Support various APEC sub team activities.

• Foster team collaboration across the Division/Lab-wide.

• Foster relationships with external EAs/APs within the DOE complex/other.

Due to the nature of the work, the selected applicant must be able to work onsite fulltime/hybrid.

Salary Range:

$70,200 - $116,000

*Salary range is estimated, and actual salary will be determined after consideration of the selected candidate's experience and qualifications, and application of any approved geographic salary differential.

Qualifications We Require:

• High school diploma plus eight (8) or more years of directly related experience.

• Experience handling confidential matters.

• Proficient with Microsoft applications and web-based applications.

• Ability to obtain and maintain a DOE Q-level security clearance.

Qualifications We Desire:

• Bachelor's degree in business or related field.

• Ten years' experience providing executive level administrative support (Director level or above).

• Professional Administrative certifications.

• Knowledge of Sandia's mission, culture, strategies, programs, organizational structure, policies, practices, and procedures.

• Experience working effectively under pressure and with ambiguity.

• Advanced skill in strategic calendar management, travel planning and scheduling.

• Ability to effectively represent the Executive Director with all levels of internal and external customers.

• Demonstrated ability to handle multiple tasks simultaneously in a dynamic fast-paced environment with competing priorities with the ability to work well with others to achieve success in a diverse environment.

• Experience managing the time and activities of an executive with limited direction, extreme tact and a high level of professionalism.

Core CompetenciesWe are looking for candidates who can demonstrate the following competencies to excel in this role:

• Administrative Professional Expertise: Ability to apply principles and practices of the administrative support profession to help the business succeed.

• Business Acumen: Ability to understand and apply information to contribute to business issues, processes, and strategic initiatives.

• Communication Skills: Develop and deliver multi-mode communications that convey a clear understanding of the unique needs of different audiences.

• Critical Evaluation: Ability to interpret information to make business decisions and recommendations.

• Emotional Intelligence: Ability to manage interactions to serve and support the organization; relate to people in an open, friendly, and accepting manner; show sincere interest in others' perspectives valuing diversity of thought.

• Leadership: Provide direction, motivation and set an example through open communication and modeling best practices.

• Professional Development: Advance skills, traits, and competencies to enhance your success in the workplace; find the training needed to advance your skills, abilities, and career.

• Teambuilding: Work collaboratively with a group of people to achieve a common goal; build strong identity teams that apply their diverse skills and perspectives to achieve a common goal.

About Our Team:

Division 3000 develops and delivers human resources strategies in order to maintain the workforce necessary for Sandia's current and future business needs. Division responsibilities include conveying and promoting Sandia's accomplishments, capabilities, and image to customers and stakeholders. The division is involved in: Health, Benefits, Employee Relations, Business & Professional Development, Talent Acquisition, and Communications.

Posting Duration:

This posting will be open for application submissions for a minimum of seven (7) calendar days, including the 'posting date'. Sandia reserves the right to extend the posting date at any time.

Security Clearance:

Sandia is required by DOE to conduct a pre-employment drug test and background review that includes checks of personal references, credit, law enforcement records, and employment/education verifications. Applicants for employment need to be able to obtain and maintain a DOE Q-level security clearance, which requires U.S. citizenship. If you hold more than one citizenship (i.e., of the U.S. and another country), your ability to obtain a security clearance may be impacted.

Applicants offered employment with Sandia are subject to a federal background investigation to meet the requirements for access to classified information or matter if the duties of the position require a DOE security clearance. Substance abuse or illegal drug use, falsification of information, criminal activity, serious misconduct or other indicators of untrustworthiness can cause a clearance to be denied or terminated by DOE, resulting in the inability to perform the duties assigned and subsequent termination of employment.

EEO:

All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, age, disability, or veteran status and any other protected class under state or federal law.

NNSA Requirements for MedPEDs:

If you have a Medical Portable Electronic Device (MedPED), such as a pacemaker, defibrillator, drug-releasing pump, hearing aids, or diagnostic equipment and other equipment for measuring, monitoring, and recording body functions such as heartbeat and brain waves, if employed by Sandia National Laboratories you may be required to comply with NNSA security requirements for MedPEDs.

If you have a MedPED and you are selected for an on-site interview at Sandia National Laboratories, there may be additional steps necessary to ensure compliance with NNSA security requirements prior to the interview date.

Job ID: 694561

Job Family: BU

Regular/Temporary Position: R

Full/Part-Time Status: F