Executive Assistant - Computational Science

The Computational Science Department (CSD) is a new and evolving department at PPPL led by the Associate Laboratory Director for Computational Science (ALD). The Executive Assistant will provide critical support to the ALD, support the growth of the CSD, and help execute the department’s research goals. The Executive Assistant manages the calendar, correspondence, and travel of the ALD and the CSD and helps ensure the ALD is focused on tasks that service key research programs and strategic priorities for the organization. An important responsibility is to ensure that research programs and long-range scientific strategic information is communicated in a timely, accurate and appropriate manner. The Executive Assistant will also ensure the ALD is made aware of issues that require immediate attention.

 

The Princeton Plasma Physics Laboratory (PPPL) is a world-class fusion energy research laboratory managed by Princeton University for the U.S. Department of Energy’s Office of Science. PPPL is dedicated to developing the scientific and technological knowledge base for fusion energy. The Laboratory advances the fields of fusion energy and plasma physics research to develop the scientific understanding and key innovations needed to realize fusion as an energy source for the world.

• Maintain the calendar of the ALD and support scheduling of key meetings on behalf of CSD staff
• Coordinate and facilitate departmental, institutional, and external meetings conducted on-site and remotely utilizing electronic platforms (e.g., Zoom), taking meeting minutes as needed
• Independently and proactively provide support to and anticipate needs of ALD
• Arrange travel, prepare itineraries, and assist in development and submission of expense reports and reimbursements for the ALD, CSD staff, and department visitors
• Manage department PCard and purchases on behalf of the CSD department according to federal requirements and Princeton University policies.
• Draft and edit correspondence for the ALD’s signature, as well as a variety of stakeholders, both internal and external
• Collect and prepare information and materials for use in discussions and meetings
• Serve as the CSD training coordinator
• Assist in tracking department level projects, activities, and results
• Streamline effectiveness and efficiency of department administrative processes
• Provide complex, diverse, and confidential administrative support
• Help maintain CSD department website(s)
• Assist with department hiring, onboarding, and travel relocations
• Develop and maintain appropriate document filing systems, perform the role of records management coordinator for the ALD and CS department, and ensure compliance with record retention procedures
• Coordinate events, both on and off site, as required
• Provide administrative support during annual performance evaluation cycle
• Serve as the administrator for weekly CSD Seminar Series and the weekly JPP Colloquium Series
• Collaborate with the laboratory’s administrative staff and act as a backup support when needed
• Order and maintain office supplies and equipment as needed or requested
• Other related duties as assigned by the ALD

Education and Experience:

• Bachelor’s degree plus two or more years of professional work history; six or more total years of post-secondary professional work history in lieu of Bachelor’s degree will be considered
• 4+ years executive administrative experience, C-level experience preferred

Knowledge, Skills and Abilities:

• Excellent computer skills (PC and Mac):
  • Proficient with the Microsoft office suite including Word, Powerpoint, Excel
  • Proficient with the Google Suite including Google Slides, Google Docs/Google Sheets, and Google Sites (or other similar webpage builders) preferred
  • Proficient with management of calendar and virtual meeting software including: Google Calendar, Zoom, or similar.
  • Comfortable learning new technology and software quickly
• Strong communication written and verbal skills with ability to draft correspondence and other communications quickly
• Must be organized and have keen attention to detail
• Ability to track and manage multiple projects at a time in a fast-paced environment
• Self-directed and able to work without supervision to organize, prioritize, troubleshoot, and perform multiple concurrent tasks.
• Strong interpersonal skills with the ability to professional provide customer service and work effectively with other groups, individuals, and managers throughout the Laboratory, Princeton University, Department of Energy, and other external partners
• Experience with managing multiple calendars facilitating meetings
• Excellent judgment, discretion, and diplomacy
• Acts with sense of urgency, understands need for responsiveness, establishes priorities, and meets deadlines
• Must be a U.S. Citizen

Physical Requirements:

• Position will occasionally lift up to 25lbs, with or without accommodation.
• Typical office setting: Sitting, standing, walking and bending, with or without accommodation. 

Working Conditions:

• Work is currently primarily remote during Pandemic conditions, but will transition to hybrid remote/onsite as health conditions improve. 

Princeton University is an Equal Opportunity/Affirmative Action Employer and all qualified applicants will receive consideration for employment without regard to age, race, color, religion, sex, sexual orientation, gender identity or expression, national origin, disability status, protected veteran status, or any other characteristic protected by law. EEO IS THE LAW

Please be aware that the Department of Energy (DOE) prohibits DOE employees and contractors from participation in certain foreign government talent recruitment programs. All PPPL employees are required to disclose any participation in a foreign government talent recruitment program and may be required to withdraw from such programs to remain employed under the DOE Contract.

40.00

Yes

Yes

90 days

No

No

No

#LI-CL1

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Princeton University-Princeton Plasma Physics Laboratory (PPPL) is an Equal Opportunity/Affirmative Action Employer and all qualified applicants will receive consideration for employment without regard to age, race, color, religion, sex, sexual orientation, gender identity or expression, national origin, disability status, protected veteran status, or any other characteristic protected by law. EEO IS THE LAW
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PPPL is a U.S. Department of Energy (DOE) national laboratory managed by Princeton University. The DOE prohibits DOE employees and contractors from participation in certain foreign government talent recruitment programs. All PPPL employees are required to disclose any participation in a foreign government talent recruitment program and may be required to withdraw from such programs to remain employed under the DOE Contract.
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