Executive Assistant to the Director
Fermilab
Summary
Under limited supervision, reports to and supports a leader within the Directorate or a Center Director by performing a variety of executive-level administrative duties that require a high degree of independent decision-making and problem resolution. The combination of specific duties varies depending on the needs of the assignment.
Job description
About the Role
Under limited supervision, reports to and supports a leader within the Directorate or a Center Director by performing a variety of executive-level administrative duties that require a high degree of independent decision-making and problem resolution. The combination of specific duties varies depending on the needs of the assignment.
What your day-to-day as the Executive Assistant to the Director at Fermilab will look like
- You will proactively manage the leader's complex schedule by deciding which meetings to accept or reschedule based on urgency and importance.
- Independently setting priorities when committing the leader's time, taking initiative to monitor schedules ahead of time, and maintaining awareness of real time activities.
- You will communicate on behalf of the leader with various levels of management by accurately delivering and receiving messages.
- You will collect and prepare information for use in meetings; attends planning meetings to document meeting minutes and track action items.
- You will handle confidential information with the highest level of discretion, ensuring that access is restricted to authorized individuals.
- You will ensure high-profile special projects or committees achieve the objectives outlined by the leader, as assigned.
- You will support the leader with special assignments and ad-hoc requests, such as proposing and implementing cost-saving measures.
- Coordinate foreign and domestic travel plans for the leader.
- Perform other duties as assigned by supervisor.
- Abide by and is responsible for performing all duties in accordance with all environmental, health and safety regulations and practices pertinent to this position.
Required Skills and Attributes for Success
- Associate's degree
- 8+ years of administrative experience.
- Experience working with the DOE (Department of Energy) and/or a National Laboratory strongly preferred.
- Equivalent experience considered in lieu of degree.
Applicable Knowledge, Skills and Abilities Required
- Ability to effectively navigate internal Lab structures (e.g., knowledge of who to approach for approvals, information, etc.)
- Expert knowledge of administrative operational procedures.
- Ability to manage cross-functional communication and collaboration.
- Ability to use independent judgment and effectively prioritize tasks.
- Proficiency in Microsoft Office Suite
Work Arrangement
Onsite: This is an onsite role, and the candidate must be able to work from our Batavia office.
Requirements
- Associate's degree
- 8+ years of administrative experience
- Experience working with the DOE (Department of Energy) and/or a National Laboratory strongly preferred
- Equivalent experience considered in lieu of degree
- Ability to effectively navigate internal Lab structures
- Expert knowledge of administrative operational procedures
- Ability to manage cross-functional communication and collaboration
- Ability to use independent judgment and effectively prioritize tasks
- Proficiency in Microsoft Office Suite
Benefits
- Medical, Dental & Vision
- Flexible Spending Accounts
- Paid Time Off
- Life Insurance
- Short & Long-Term Disability
- Retirement Benefits
- Onsite Day Care
Company overview
Fermilab, officially known as Fermi National Accelerator Laboratory, is a premier particle physics and accelerator laboratory located in Batavia, Illinois. Operated by the Fermi Research Alliance LLC for the U.S. Department of Energy, Fermilab is dedicated to advancing our understanding of the fundamental nature of matter and energy. The laboratory operates world-class particle accelerators, including the Tevatron (formerly the world's highest-energy particle collider) and currently hosts the Muon g-2 experiment and the Deep Underground Neutrino Experiment (DUNE). Fermilab's research focuses on neutrino physics, dark matter studies, quantum science, and accelerator technology development. As one of the leading particle physics laboratories globally, Fermilab collaborates with thousands of scientists from institutions worldwide and plays a crucial role in international high-energy physics research. The laboratory also maintains strong educational outreach programs and contributes to technological innovations with applications beyond fundamental science.