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

Job Details

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.

Standard Weekly Hours40.00Eligible for OvertimeNoBenefits EligibleYesProbationary Period180 daysEssential Services Personnel (see policy for detail)NoPhysical Capacity Exam RequiredNoValid Driver's License RequiredNo #LI-YM1

Organization

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Princeton University is a vibrant community of scholarship and learning that stands in the nation's service and the service of humanity. As a world-renowned research university, Princeton seeks to achieve the highest levels of distinction in the discovery and transmission of knowledge and understanding. At the same time, Princeton is distinctive among research universities in its commitment to undergraduate teaching.

Princeton University facultyOpportunity and Impact

At Princeton, every member of our community plays an important role in our mission of teaching and research. That mission provides every faculty and staff member with the opportunity to make an impact bigger than oneself. Learn about working at Princeton and meet some of our wonderful employees.

 

Services and Resources

When you make a commitment to our teaching and research mission, you will have access to the University’s world-renowned resources to help you succeed at work and in life. Discover the exceptional benefits and unique opportunities we offer as part of our commitment to you.

Work-Life Integration

Life is complicated. At Princeton, we recognize that and are sensitive and responsive to the challenges our employees face. The University offers a broad array of benefits and services that help our staff in a variety of ways.

Explore Our Job OpeningsPrinceton students and prof

Whether you’re already part of our community or just getting to know us for the first time, we invite you to imagine the meaningful difference you can make while working at Princeton. For faculty member and academic professional opportunities, visit the Dean of the Faculty website. For staff member job openings and to join our Talent Network, visit our Careers website.

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