Executive Assistant To Associate Lab Director for Applied Materials and Sustainability Sciences - Princeton Plasma Physics Laboratory

The Executive Assistant to the Associate Laboratory Director (ALD) for Applied Materials and Sustainability Sciences (AMSS) provides administrative support to the AMSS Department at Princeton Plasma Physics Laboratory (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.

The ideal candidate will possess exceptional organizational and multitasking abilities, a proactive mindset, obsessive attention to detail, and the essential skills and competencies to function as a trusted thought partner to the ALD. This role requires a dynamic professional who can set priorities, facilitate sound and efficient decision-making, function as a gatekeeper of the ALD’s time and access, with the goal of maximizing their productivity, thrive in a fast-paced environment, manage complex tasks with precision, and maintain high standards of performance.

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!

Core Duties

1. Dynamic and Complex Calendar & Meeting Management
   a. Proactively manage and optimize the ALD’s calendar, including scheduling and coordinating meetings, appointments, and events.
   b. Resolve scheduling conflicts effectively and ensure that meetings progress with minimal interruptions.
   c. Prioritize and adjust meetings and schedules based on strategic needs and evolving priorities.
   d. Ensure seamless alignment between the ALD’s commitments and overall organizational objectives.
   e. Coordinate and facilitate meetings, including preparation of agendas, materials, and logistical arrangements.
   f. Manage follow-up actions, track progress, and ensure timely completion of meeting objectives.
2. Email Management
   a. Respond promptly to complicated or sensitive requests that can necessitate triaging, prioritizing, and appropriate expectations management.
   b. Decide which inquiries can be handled directly, which should be deferred to the ALD, and which must be addressed by others.
   c. Follow up on all inquiries from internal and external stakeholders to completion.
   d. Handle sensitive information with discretion and maintain confidentiality.
3. Comprehensive Travel Management
   

   a. Oversee all aspects of travel planning, including arranging flights, accommodations, ground transportation, and creating trip checklists.

   b. Design door-to-door itineraries with all relevant details and notes to ensure that the ALD’s trip is productive.
   c. Anticipate and address potential travel-related issues and changes, ensuring a smooth and stress-free experience.
   d. Manage travel budgets, prepare travel expense reports, and handle travel-related documentation.

4. Timely and Accurate Expense Management
   

   a. Track, reconcile, and submit expense reports in a timely manner, adhering to the relevant institution’s policies and procedures.
   b. Review and verify expenditures to ensure accuracy and compliance.
   c. Address and resolve any discrepancies or issues related to expenses.

5. Professional Content Development and Management
   

   a. Generate executive-level correspondence, briefing materials, and other documents to final form, applying appropriate grammar, sentence structure, punctuation, spelling and context.
   b. Prepare, edit, and proofread documents, presentations, reports, and correspondence for internal and external stakeholders.
   c. Ensure all content is professionally presented, accurate, and aligned with the ALD’s voice and organizational standards.
   d. Conduct research and gather information to support the development of content and strategic initiatives.
   e. Organize, manage, and provide support for special events and programming; manage the collection, production, and dissemination of materials for meetings and events; prepare PowerPoint presentations and other materials in electronic or printed format.

6. General Office Administration
   

   a. Serve as the point person for resource allocation, purchasing, and facilities management.
   b. Assist with onboarding new team members and managing office-related needs.
   c. Support other staff as needed and ensure the efficient operation of the ALD’s office.

7. Additional Responsibilities
   

   a. Anticipate and resolve issues proactively, providing solutions and recommendations to support the ALD’s needs.
   b. Act as a liaison between the ALD and internal/external stakeholders, demonstrating professionalism and tact in all interactions.
   c. Maintain a positive attitude and be open to accepting constructive criticism, using it to enhance performance and improve work outcomes.
   d. Perform other related tasks and special projects as assigned to support the ALD’s and the organizational goals.

Education and Experience

Education: Bachelor’s degree required, preferably with an emphasis in business or communications; Master’s degree preferred.

Experience: Minimum of 5 years of experience as an Executive Assistant or in a high-level administrative role, supporting C-suite executives.

Knowledge, Skills and Abilities

• Exceptional organizational and time management skills with a proven ability to handle multiple competing priorities.
• Tech-savvy and advanced proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook), Google Suite (Docs, Sheets, Slides, Gmail, Groups, Calendar), and Concur.
• Excellent interpersonal and communication skills, both written and verbal, with an expert command of the English language.
• High emotional intelligence with the ability to anticipate needs and respond effectively.
• Strong problem-solving skills and a proactive approach to managing challenges and conflicts.
• Ability to function as a thought partner to improve business practices.
• Positive attitude and a willingness to accept constructive criticism to improve performance.
• Professional demeanor with a strong work ethic and high standards of performance.
• Ability to maintain confidentiality and handle sensitive information with discretion.
• Flexibility and adaptability to changing priorities and work demands.
• Demonstrated capacity to work independently and as part of a team in a high-pressure environment.

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.