Administrative Assistant III

Lawrence Berkeley National Laboratory is hiring an Administrative Assistant III for the NERSC division. In this role, you will provide comprehensive administrative support for approximately 100 staff, affiliates, students, vendors, and support personnel. You will handle complex assignments requiring sound judgment, initiative, and the ability to anticipate and resolve issues while independently planning, organizing, prioritizing, and executing the Center’s administrative workload in collaboration with the team.

You will:

Coordinate complex domestic and international travel in compliance with DOE policies, manage conference reporting, and maintain monthly reconciliation reports. Track conference and travel requests in Smartsheet, submit approval packets, communicate outcomes, and process travel accordingly.

Plan and manage NERSC events
, ensuring DOE/LBNL compliance; coordinate room setup, A/V needs, catering, and post‑event cleanup, while communicating requirements to the team for effective planning.

Submit procurement orders and reimbursements, maintain tracking systems for outstanding requests, and collaborate with procurement staff to support project and financial needs.

Collaborate with the administrative team to share best practices, ensure coverage, and provide backup support as needed.

Serve as the administrative point of contact for staff, students, affiliates, and visitors by responding to inquiries, providing information, and coordinating meetings with internal and external stakeholders.

Maintain electronic files in Smartsheet and other project management tools; produce and manage documents, presentations, and reports using Google Workspace and Microsoft Office on a Mac.

Update the Admin website in coordination with the administrative team.

Coordinate seminars by working with hosts and speakers, managing postings, reserving rooms, and sending announcements.

Arrange and coordinate center tours for LBNL and Division requesters. Support special projects for senior management as assigned.

Schedule and coordinate interviews, site visits, seminars, appointments, and meetings.

Maintain office equipment and supplies, arranging service as needed.

Bachelor’s degree or a minimum of six (6) years of specialized administrative experience in a high‑technology environment or a combination of both.

Demonstrated success providing a wide range of administrative support in a team setting.

Demonstrated advanced administrative experience including grammar, proofreading, and editing skills, and the ability to communicate verbally and in writing. Attention to detail and ability to respond in a timely fashion is required.

Experience managing large and small events
. Record event logistics utilizing the online tools provided by LBNL and the Division (Smartsheet). Ensure compliance with DOE and LBNL policy and requirements.

Demonstrated skill in developing effective work relationships with key Laboratory personnel at all levels in administrative operations with frequent interactions with external organizations.

Extensive experience with procurement and reimbursement processes. Demonstrated ability to process procurements and reimbursements in compliance with DOE and LBNL policy.

Excellent organizational skills to establish priorities, work independently, and develop and execute complex projects simultaneously.

Demonstrated skill in producing written communications and administrative reports that are concise, logical and organized.

Ability to exercise significant independent authority and accountability for the successful administrative operation of a comprehensive function or varied functions within a large unit or program.

Ability to work on complex assignments in nature requiring considerable judgment and initiative not only to resolve but to anticipate problems and demonstrated discretion in handling sensitive situations.

Ability to work with initiative, flexibility, and independence in a fast‑paced environment under quickly changing conditions, while maintaining attention to detail, responsiveness, and follow through.

Demonstrated skills in problem solving, working under pressure and…