Executive Assistant to Associate Lab Director, Applied Materials & Sustainability Sciences

Executive Assistant to Associate Lab Director, Applied Materials & Sustainability Sciences

US-NJ-Princeton

Job ID: 2023-16515
Type: Full-Time
# of Openings: 1
Category: Administrative Support

Princeton University

Overview

The Executive Assistant to the Associate Laboratory Director (ALD) for Applied Materials and Sustainability Sciences (AMSS) provides administrative support to the AMSS Department in PPPL. This position has primary responsibility for the efficient and effective office operation of the Sustainability Science research group, consisting of research staff, postdoctoral fellows, and students, both on and off-campus, as well as support for AMSS initiatives at PPPL.

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

This position will support a range of research operations and administrative matters. Will use discretion to prioritize and execute tasks consistent with the executive management team member’s goals and standards. This includes making judgments regarding priority. Editing and proofreading scholarly content and creating, editing, and proofreading other documents and correspondence expected upon request.

Core Duties:

• Generates executive level correspondence, briefing materials, and other documents to final form, applying appropriate grammar, sentence structure, punctuation, spelling and context.
• Organizes and sets priorities among a variety of complex tasks, including a high volume of regularly occurring work and a constantly changing array of special projects and calendar scheduling demands.
• Responds daily to requests which can be complicated or sensitive and can necessitate an appropriate setting of expectations and prioritization.
• Decides daily which inquiries can be handled directly, which should be referred elsewhere, and which must be addressed by others. Responds independently to inquiries and requests for information from external sources.
• Organizes, manages, and provides support for special events and programming; undertakes research projects and collects and analyzes data as background for meetings and special initiatives.
• Manages the collection, production, and dissemination of materials for meetings and events; prepares PowerPoint presentations and other materials in electronic or printed format.
• Ability to thoroughly edit and proofread any materials including research group member manuscripts, proposals, reports, and communications.

Qualifications

Knowledge, Skills and Abilities:

• Must have at least five years of research and executive level office experience, 2-3 years in academic administration or comparable role.
• Must have high level of writing skill to generate executive level correspondence, briefing materials and other documents to final form, applying appropriate grammar, sentence structure, punctuation, spelling and context. Ability to thoroughly edit and proofread any materials including research group member manuscripts, proposals, reports, and communications.
• Ability to research administrative and higher education topics. Skill in writing concise and accurate summaries of research materials.
• Ability to deal with highly confidential matters and materials.
• Demonstrated success in working in an environment with competing priorities and ability to work well under pressure or limited time constraints and in collaboration with others.
• Exceptional time management, communication, and organizational skills, aptitude for multitasking and ability to set priorities based on unit needs proactively, with sound judgement by anticipating probable outcomes and work with ambiguous or undefined information.
• Demonstrated ability to meet deadlines in generating work product.
• Superior attention to detail, accuracy, and highest standards for quality work.
• Strong knowledge of Google Suite Products (drives, docs, sheets, slides, etc.) as well as Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other related software applications for generating written and web material in appropriate format.
• Skill in tracking activities using electronic and other methods. Ability to communicate clearly with other staff about work product.
• Familiarity with logistical support elements of meetings, programs, special events including scheduling, room booking, catering, on-site management, printed material design, production and mailing, RSVPs, registration, parking.
• Ability to work in demanding situations while maintaining a strong customer focus.
• Bachelor's degree or higher required with a minimum of 3-5 years executive administrative experience.

Physical Requirements:

• Office environment that may involve long periods of sitting in front of a computer.

Working Conditions:

• Ability to work a flexible schedule when necessary to cover for unanticipated or urgent matters to completion.
• During peak workload periods or during special projects, position requires the ability to work additional hours to meet deadlines.
• Position has flexible work arrangements with respect to remote and in-person expectations.

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.

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