Executive Business Operations Specialist

Executive Business Operations Specialist

Physics World invites applications for the Executive Business Operations Specialist role at Lawrence Livermore National Laboratory (LLNL), supporting executive-level operations and ensuring operational excellence for the Associate Principal Deputy Director.

$94,560 - $115,728 annually for the A01.2 level

$113,400 - $138,888 annually for the A01.3 level

The Executive Business Operations Specialist will drive transformation, streamline processes, leverage technology, and support high‑impact initiatives for the Associate Principal Deputy Director. This position may offer a hybrid schedule with flexibility to work from home.

• 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 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 to ensure 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.

• 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 demonstrated ability to anticipate needs, resolve issues, and recommend improvements.

• 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…