Principal Administrative Coordinator

5 months ago

Seattle, United States Pacific Northwest National Laboratory Full time

Responsibilities



The Principal Administrative Coordinator – PNNL Seattle will work autonomously to execute established procedures and as an administrative lead, coordinating the activities of others as needed. The candidate will use their advanced knowledge of administrative functions and Laboratory policy and procedures to support the PNNL Seattle Director and EED PDO Office Director, and independently make decisions and authorize actions on administrative items. Duties often require creative thinking, exercise of good judgment, awareness of sensitivities, and use of discretion. The position interacts frequently with senior internal and external leaders from directorates across PNNL, and their administrative teams.

Specific responsibilities include:

Maintains and monitors calendars and email communications for the EED PDO Director and PNNL Seattle Leadership Team Chair. Supports the Directors by prioritizing events, actions, and commitments. Works closely with the PDO Administrative Team Lead to provide full cycle support delivery with the EED PDO, which includes contributing to administrative expertise development and collaboration with administrative partners external to the PDO. Responds to a variety of inquiries from both internal and external sources on behalf of the Directors. Independently handles routine-to-complex business issues of an administrative and sometimes ambiguous nature and demonstrates sound judgment and follow-through with attention to detail. Helps organize, set meeting agendas, attends, and documents Seattle Leadership Team meetings, and tracks action items. Does same for EED PDO meetings, as required. Coordinates visits to PNNL Seattle, including but not limited to, agenda and/or tour preparation, processing access requests, assisting with presentation setup, providing meals and refreshments, communicating with visitors and participants, space scheduling, and working with the host on miscellaneous other items. Requires liaising with broad set of internal stakeholders including administrative and facilities staff in Seattle; external affairs personnel (e.g. the Protocol Office for high-profile visitors); the communications team on development and maintenance of PNNL Seattle communication materials; and senior leaders and administrators from the host organizations. Interacts with senior level staff from federal government program offices, private sector collaborators, and legislative offices. Assembles, researches, and summarizes information in advance in preparation for manager trips, meetings, reports, and presentations. Interacts with line managers, administrators, and facilities and operations staff on space planning and management for both near- and longer-term horizons. Makes space planning and space use optimization recommendations and partners with others to execute plans. Facilitates onboarding of new full-time and temporary to the Seattle office, in coordination with host organization administrators. In support of the Seattle Leadership Team, helps organize events and activities that improve the local work environment. Monitors needs for administrative resources within Seattle to avoid over/under staffing issues and communications needs to the PNNL Seattle Director. Assists with travel management. Identifies process improvements for external engagements and ongoing Seattle operations, and shares those with the Seattle Leadership Team. Serves as a primary resource for the Seattle Operations staff to help communicate operational issues.

The Principal Administrative Coordinator – PNNL Seattle will report to the PNNL Seattle Director with joint accountability to the EED PDO Office Director.


Qualifications

Minimum Qualifications:

High school diploma/GED and 12 years of relevant experience in an administrative environment -OR- AA degree or higher and 10 years of relevant experience in an administrative environment. Experience in planning meetings and coordinating travel

Preferred Qualifications:

Exceptional written and verbal communication skills, with experience editing and drafting new content that reaches broad audiences. Experience supporting a director or executive level manager. In-depth knowledge of lab processes and procedures. Demonstrated capacity to influence administrative issues with various levels of management and staff. Demonstrated capacity to work effectively on teams. Experience functioning in a high-paced environment. Advanced working knowledge Microsoft Office Suite, and common messaging and video conferencing applications including TEAMS and Zoom. Experience effectively managing email with a high degree of speed and accuracy. Experience planning meetings, coordinating travel, and events.
Additional Information

Not Applicable.


Testing Designated Position

This is not a Testing Designated Position (TDP).


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