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Administrative Coordinator

1 month ago

Seattle, Washington, United States Pacific Northwest National Laboratory Full time
Job Summary

The Principal Administrative Coordinator will serve as a key member of the Pacific Northwest National Laboratory (PNNL) Seattle team, providing exceptional administrative support to the EED PDO Director and PNNL Seattle Leadership Team Chair. This role requires a high degree of autonomy, discretion, and creativity in executing established procedures and coordinating the activities of others.

Key Responsibilities
  • Manage calendars and email communications for the EED PDO Director and PNNL Seattle Leadership Team Chair, prioritizing events, actions, and commitments.
  • Collaborate with the PDO Administrative Team Lead to provide full-cycle support delivery, contributing to administrative expertise development and collaboration with administrative partners external to the PDO.
  • Respond to inquiries from internal and external sources on behalf of the Directors, handling routine-to-complex business issues with sound judgment and attention to detail.
  • Organize and document Seattle Leadership Team meetings, tracking action items and coordinating visits to PNNL Seattle, including agenda preparation, access requests, and communication with visitors and participants.
  • Interact with senior-level staff from federal government program offices, private sector collaborators, and legislative offices, assembling and summarizing information in advance for manager trips, meetings, reports, and presentations.
  • Partner with line managers, administrators, and facilities and operations staff on space planning and management, making recommendations and executing plans to optimize space use.
  • Facilitate onboarding of new full-time and temporary staff to the Seattle office, coordinating with host organization administrators.
  • Monitor needs for administrative resources within Seattle, avoiding over/under-staffing issues and communicating operational needs to the PNNL Seattle Director.
  • Assist with travel management and identify process improvements for external engagements and ongoing Seattle operations, sharing recommendations with the Seattle Leadership Team.
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.
  • 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 of Microsoft Office Suite and common messaging and video conferencing applications.
  • Experience effectively managing email with a high degree of speed and accuracy.
  • Experience planning meetings, coordinating travel, and events.