Executive Assistant to the Chief Research Officer and Deputy Chief Research Offi

Overview

The Executive Assistant (EA) to the Chief Research Officer (CRO) and Deputy Chief Research Officer (DCRO) will support the CRO-DCRO to execute the organization's research goals. The EA manages the calendar, correspondence, travel, and expenses of the CRO-DCRO to ensure that both are focused on tasks that service key research programs and strategic priorities for the organization. In addition, the EA helps manage programs and initiatives that fall under the CRO-DCRO's purview. 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 EA will also ensure the CRO-DCRO is made aware of issues that need immediate attention. The ideal candidate will demonstrate outstanding organizational and multitasking skills, a proactive approach, and particular attention to detail. This role demands a dynamic professional who can effectively prioritize tasks, thrive in a fast-paced environment, navigate complex tasks with accuracy, and uphold high performance standards. This position will provide guidance and mentorship to other administrative assistants within the research team to ensure effective administrative support and collaboration.

This position includes a wide range of research support and administrative responsibilities that enable the CRO-DCRO to effectively and efficiently drive the research strategy and vision of the laboratory.

A proud U.S. Department of Energy National Laboratory managed by Princeton University, Princeton Plasma Physics Laboratory (PPPL) is a longstanding leader in the science and innovation behind the development of fusion energy - a clean, safe, and virtually limitless energy source. With an eye on the future and in response to national priorities, PPPL also has begun a strategic shift from a singular focus on fusion energy to a multi-focus approach that includes microelectronics, quantum information science, and sustainability science. Whether it be through science, engineering, technology or professional services, every team member has an opportunity to make their mark on our world. PPPL aims to attract and support people with a rich variety of backgrounds, interests, experiences, and cultural viewpoints. We are committed to equity, diversity, inclusion and accessibility and believe that each member of our team contributes to our scientific mission in their own unique way. Come join us!

Responsibilities

Core Duties

Independently and proactively provide support and anticipate needs of the CRO-DCRO: 40%

• Manage calendars proactively to make effective and efficient use of time.
• Provide complex, diverse and confidential administrative support.
• Assist in the administration of the Director's office, including scheduling meetings, arranging travel, greeting guests and other tasks as assigned.
• Draft original and routine correspondence for signature.
• Manage deliverables and provide any necessary reporting.
• Collect and prepare information for use in discussions and meetings of Executive staff and outside individuals as well as PPPL research team members.
• Coordinate, create, edit and assemble slides for presentations and assists with collecting and effectively presenting executive-level information.
• Arrange department and group meetings ensuring all necessary information and support is available
• Ensure that meetings and events are listed on calendars and posted on the PPPL web site.
• Schedule Director's Conference Room and B-318 Conference room reservations.
• Assist in tracking department level projects, activities and results.
• Manage travel arrangements, prepare itineraries, track and reconcile expenses and submit expense reports in a timely manner.
• Improve quality results by studying, evaluating, and redesigning processes; implementing changes as directed.
• Lead or participate on project teams related to a range of research matters.
• Support the CRO-DCRO's participation in staff meetings, departmental meetings, PPPL Executive Management Team (EMT) meetings, and Department of Energy meetings; record meeting minutes and follow up action items related to such meetings.
• Organize and prioritize large volumes of information, calls and email. Take messages and/or field / answer all routine and non-routine questions.
• Develop and maintain appropriate document filing systems, perform the role of records management coordinator for the CRO-DCRO, and ensure compliance with records retention procedures.
• Assist with office management responsibilities in the EMT, collaborating with other EAs.
• Coordinate events, both on and off site as needed.
• Support the EA for the Laboratory Director and/or other EMT members and act as a backup when needed.
• Order and maintain office supplies and equipment as needed or requested.
• Other duties as assigned by the CRO-DCRO.

Additional Specific Administrative Responsibilities in support of the CRO-DCRO: 60%

• Working with HR, coordinate applicant information for positions sponsored and/or supervised by the CRO-DCRO including those in the Research Support Office, research department leadership, research fellowships (GEM, Ellis, SSI), and other hiring-related activities including scheduling and coordinating interviews.
  Maintain and update the Research website; create new web pages upon request.
  
  • Coordinate all Research-related e-mail lists and google groups and documents.
  • Work closely with PPPL human resources to ensure that HR research staff information and departmental assignments are consistent with the research organizational structure and e-mail lists / google groups.
• Develop, maintain, and update a list and calendar of research awards, help identify eligible award candidates and possible nominators, and facilitate and promote the nominations of researchers for awards.
• Manage the PPPL senior scientist program (for research retirees) including collecting applicant data, assigning department heads as hosts, soliciting research council voting on senior scientist nominations, archiving nomination materials, and tracking the renewal and expiration of senior scientist program agreements.
• Administrator for the Colloquium Committee
  • Serve as advisor to the CRO-DCRO regarding selection of committee members.
  • Organize and participate in meetings to discuss speakers and topics.
  • Serve as primary point of contact for speakers including travel coordination, lodging, and honoraria.
  • Notify main campus and local academic institutions about upcoming colloquia.
  • Update guidelines and regulations for both speakers and committee members.
  • Maintain PPPL Colloquium websites.
• Administrator for Research Council Meetings
  
  • Coordinate Research Council meeting dates with the CRO-DCRO.
  • Liaise with laboratory management and department heads and/or hiring managers regarding document coordination and preparation for Research Council meetings.
  • Coordinate with videoconferencing to ensure electronic support during meetings.
  • Serve as webmaster for Research Council website and google groups.
• Point of contact for monthly videoconferences between FES and PPPL.
  
  • Maintain video-conference google group / email list and calendar invites.
  • Solicit research department heads and staff for presentation ideas.
  • Coordinate availability of FES program managers and/or the Princeton Site Office (PSO) to receive relevant presentations.
  • Inform/remind speakers about deadlines for presentation materials.
  • Archive all presentation materials for future PPPL and FES access.
• Administrator for Performance Evaluation / Salary Promotion Cycle
  
  • Establish schedule and organize meetings for peer reviews of RM-2 and higher ranked Research staff.
  • Notify Research staff regarding their responsibilities as nominators and seconders.
  • Compile list of prior Peer Group Committees to support formation of peer committees.
  • Working with HR, serve as the point of contact for promotion eligibility information, e.g. date of hire, years in rank, etc.
  • Prepare confidential files on promotion candidates; CVs, presentations, bibliographies, external references, etc.
  • Ensure internal letters of recommendation are prepared on a timely basis.
  • Coordinate with HR to provide hiring and promotion materials to Princeton University.
  • Notify Research staff of successful promotions.
  • Draft promotion / hiring recommendation memos to the laboratory director.
• Administrator for Research Staff Personnel Assignments
  
  • Schedule preparatory meetings with P&C officers and department heads.
  • Work with P&C officers and department heads to record and update assignments and changes on master assignment spreadsheets, and to assist in resolution of assignment issues.
• Administrator for zero-percent Associated Status Appointment (ASA) program
  
  • Manage and process new applications to the program and keep up-to-date records of the program membership and status.
  • Coordinate with / provide information to main campus as needed regarding ASA membership in the program.
• Administrator for Monthly Research Seminar Series (review committee members - normally the departmental seminar leaders)
  
  • Schedule monthly research seminar meetings.
  • Secure meeting spaces / auditorium, food, other logistics.
  • Advisor to the CRO-DCRO regarding selection of committee members.
  • Organize and participate in meetings to discuss speakers and topics.
  • Primary point of contact for speakers.
  • Update guidelines and regulations for both speakers and committee members.
  • Maintain seminar series website including timely archival of all presentation materials.

Qualifications

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

• Must be highly proficient with a variety of computer software applications in word processing, spreadsheets, database and presentation software (MSWord, Excel, Access, PowerPoint, and Google docs, sheets, slides, and calendar), email, database use and creation, and creation of web pages on the PPPL Intranet.
• Excellent written and oral communication skills, including the ability to accurately draft correspondences and other communications quickly with minimum direction.
• Must be able to interact and communicate with a diverse PPPL community, Government and University officials.
• Keen attention to detail with ability to track and manage multiple projects at one time.
• Proactive and service-oriented.
• Self-directed and able to work without supervision.
• Ability to exercise discretion in handling confidential information.
• Acts with sense of urgency, understands need for responsiveness, establishes priorities, and meets deadlines.
• Ability to develop professional working relationships with key operational contacts, both internal and external.
• Must have a good rapport with other Executive Assistants in the Directorate.
• Must be able to work in a fast-paced environment with demonstrated ability to juggle multiple competing tasks and demands and act efficiently on last minute projects.

Physical Requirements'

• Should be able to tolerate an environment that involves long periods of sitting in front of a computer.

Working Conditions

• Position may occasionally have periods where a flexible work schedule is necessary to complete unanticipated and/or urgent matters.
• Onsite / hybrid / remote work format is negotiable with desired minimum onsite presence of 3 days per week.

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. KNOW YOUR RIGHTS

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.

Standard Weekly Hours

40.00

Eligible for Overtime

No

Benefits Eligible

Yes

Probationary Period

180 days

Essential Services Personnel (see policy for detail)

No

Physical Capacity Exam Required

No

Valid Driver's License Required

No

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