Principal Administrative Coordinator to the Chief Operating Officer
Employer: Pacific Northwest National Laboratory · Location: Richland, Washington · Posting: PNL-12013 · Type: Full-Time · Pay: $35-$50/hr
Duties
Overview At PNNL, our core capabilities are divided among major departments that we refer to as Directorates within the Lab, focused on a specific area of scientific research or other function, with its own leadership team and dedicated budget. Our Science & Technology directorates include National Security, Integrated Discovery Sciences, and Energy and Environment. In addition, we have an Environmental Molecular Sciences Laboratory, a Department of Energy, Office of Science user facility housed on the PNNL campus. The Integrated Discovery Sciences Directorate (IDSD) leads fundamental research across biology, chemistry, Earth and environmental sciences, materials science, advanced computing, artificial intelligence, quantum information science, mathematics, autonomy, and DOE national user facilities. Our vision is to accelerate scientific discovery by observing, understanding, simulating, predicting, and controlling dynamic biotic-abiotic processes and interactions within complex biological, chemical, material, and Earth systems. We intentionally connect disciplines to advance fundamental discovery science, develop transformative scientific capabilities, and address the nation's most important challenges in energy, environmental resilience, biotechnology, advanced manufacturing, health, and national security. Responsibilities The Office of the Chief Operating Officer (COO) for the Integrated Discovery Sciences Directorate (IDSD) is seeking an experienced administrative professional to serve as a trusted partner to the COO. This position provides comprehensive, high-level administrative support and serves as a central point of coordination for IDSD operations, directorate leadership, and key laboratory partners. The successful candidate will bring sound judgment, exceptional discretion, professional composure, and a high degree of independence. This individual will maintain awareness of the COO's priorities, anticipate needs and potential obstacles, resolve routine issues without waiting for direction, and reliably move complex activities to completion. The role also requires practical fluency with approved AI-enabled productivity tools and the ability to use them responsibly to improve the quality, speed, and consistency of administrative work. Because close coordination, accessibility, and real-time partnership are central to the role, this position is expected to work primarily onsite, aligned with the COO's schedule and directorate business needs. The preference for this role is to be onsite at least 4 days a week. Principal Duties Serve as the primary administrative partner to the COO, independently managing a complex calendar, meeting requests, email-related follow-up, competing priorities, and day-to-day office needs. Maintain a strong understanding of the COO's strategic and operational priorities; anticipate deadlines, conflicts, and emerging needs; and ensure the COO has the context, materials, and preparation needed for effective participation in meetings and decisions. Coordinate meetings led by the COO, including developing agendas, assembling and distributing pre-read materials, capturing key decisions and notes, tracking action items, and following up to closure. Draft, edit, and proofread correspondence, briefings, reports, presentations, and other materials, applying good judgment regarding content, tone, audience, and urgency. Use approved AI-enabled tools and automation capabilities to support drafting, summarization, information organization, meeting preparation, and workflow improvement while validating accuracy and protecting sensitive information in accordance with PNNL requirements. Develop and maintain effective systems for organizing information, tracking commitments, monitoring deadlines, and ensuring timely completion of high-priority activities. Plan and execute directorate meetings, leadership sessions, staff events, visits, and other activities sponsored by the COO. Coordinate travel arrangements and process travel expense reports in accordance with PNNL systems, policies, and procedures. Apply knowledge of PNNL systems, processes, and practices to manage office operations, resolve administrative issues, and identify opportunities for continuous improvement. Build and maintain strong working relationships with administrative professionals across the laboratory and with research, operations, and leadership staff throughout the directorate. Serve as a trusted information resource and point of contact for the COO's office, interacting professionally with staff at all levels and with external partners. Exercise exceptional discretion in handling sensitive, confidential, and time-critical information and matters. 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 Significant experience providing high-level administrative support to a senior executive including managing complex schedules, confidential information and competing priorities. Preferred Qualifications: Demonstrated ability to work independently with minimal oversight, navigate ambiguity, exercise sound judgment, and determine when an issue requires escalation. Exceptional organizational skills and the ability to prioritize, manage multiple workstreams, and adapt calmly to changing needs and tight deadlines. Excellent written and verbal communication skills, with strong attention to detail and the ability to tailor communications for varied audiences. Professional presence, emotional intelligence, and the ability to build trust and work effectively with a diverse population, including senior leaders, researchers, operations professionals, clients, and external partners. Advanced proficiency with Microsoft 365 applications and demonstrated ability to learn and effectively use AI-enabled productivity tools, digital collaboration platforms, and workflow automation. Demonstrated commitment to responsible AI use, including accuracy verification, appropriate handling of sensitive information, and compliance with organizational policies. Strong working knowledge of organizational policies, procedures, and administrative practices; knowledge of PNNL systems and processes is preferred. A proactive, solutions-oriented approach, with a record of anticipating issues, recommending practical solutions, and improving administrative processes. Exceptional discretion, integrity, reliability, and follow-through. Interest in and ability to work primarily onsite to provide responsive, high-touch support and strengthen day-to-day partnership with the COO and directorate leadership. Additional Information Not Applicable. Testing Designated Position This is not a Testing Designated Position (TDP). About PNNL Pacific Northwest National Laboratory (PNNL) is a world-class research institution powered by a highly educated, diverse workforce committed to the values of Integrity, Creativity, Collaboration, Impact, and Courage. Every year, scores of dynamic, driven people come to PNNL to work with renowned researchers on meaningful science, innovations and outcomes for the U.S. Department of Energy and other sponsors; here is your chance to be one of them! At PNNL, you will find an exciting research environment and excellent benefits including health insurance, and flexible work schedules. PNNL is located in eastern Washington State—the dry side of Washington known for its stellar outdoor recreation and affordable cost of living. The Lab’s campus is only a 45-minute flight (or ~3 hour drive) from Seattle or Portland, and is serviced by the convenient PSC airport, connected to 8 major hubs. Commitment to Excellence and Equal Employment Opportunity Our laboratory is committed to fostering a work environment where all individuals are treated with fairness and respect while solving critical challenges in fundamental sciences, national security, and energy resiliency. We are an Equal Employment Opportunity employer. Pacific Northwest National Laboratory (PNNL) is an Equal Opportunity Employer. PNNL considers all applicants for employment without regard to race, religion, color, sex, national origin, age, disability, genetic information (including family medical history), protected veteran status, and any other status or characteristic protected by federal, state, and/or local laws. We are committed to providing reasonable accommodations for individuals with disabilities and disabled veterans in our job application procedures and in employment. If you need assistance or an accommodation due to a disability, contact us at [email protected] . Drug Free Workplace PNNL is committed to a drug-free workplace supported by Workplace Substance Abuse Program (WSAP) and complies with federal laws prohibiting the possession and use of illegal drugs. If you are offered employment at PNNL, you must pass a drug test prior to commencing employment. PNNL complies with federal law regarding illegal drug use. Under federal law, marijuana remains an illegal drug. If you test positive for any illegal controlled substance, including marijuana, your offer of employment will be withdrawn. Security, Credentialing, and Eligibility Requirements As a national laboratory, PNNL is responsible for adhering to the Homeland Security Presidential Directive 12 (HSPD-12) and Department of Energy (DOE) Order 473.1A, which require new employees to obtain and maintain a HSPD-12 Personal Identify Verification (PIV) Credential. To obtain this credential, new employees must successfully complete the applicable tier of federal background investigation post hire and receive a favorable federal adjudication. The tier of federal background investigation will be determined by job duties and national security or public trust responsibilities associated with the job. All tiers of investigation include a declaration of illegal drug activities, including use, supply, possession, or manufacture within the last 1 to 7 years (depending on the applicable tier of investigation). Illegal drug activities include marijuana and cannabis derivatives, which are still considered illegal under federal law, regardless of state laws. For foreign national candidates: If you have not resided in the U.S. for three consecutive years, you are not eligible for the PIV credential and instead will need to obtain a favorable Local Site Specific Only (LSSO) Federal risk determination to maintain employment. Once you meet the three-year residency requirement thereafter, you will be required to obtain a PIV credential to maintain employment. The tier of federal background investigation required to obtain the PIV credential will be determined by job duties at the time you become eligible for the PIV credential. Mandatory Requirements Please be aware that the Department of Energy (DOE) prohibits DOE employees and contractors from having any affiliation with the foreign government of a country DOE has identified as a “country of risk” without explicit approval by DOE and Battelle. If you are offered a position at PNNL and currently have any affiliation with the government of one of these countries, you will be required to disclose this information and recuse yourself of that affiliation or receive approval from DOE and Battelle prior to your first day of employment. Rockstar Rewards Employees and their families are offered medical insurance, dental insurance, vision insurance, robust telehealth care options, several mental health benefits, free wellness coaching, health savings account, flexible spending accounts, basic life insurance, disability insurance*, employee assistance program, business travel insurance, tuition assistance, relocation, backup childcare, legal benefits, supplemental parental bonding leave, surrogacy and adoption assistance, and fertility support.
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 Significant experience providing high-level administrative support to a senior executive including managing complex schedules, confidential information and competing priorities. Preferred Qualifications: Demonstrated ability to work independently with minimal oversight, navigate ambiguity, exercise sound judgment, and determine when an issue requires escalation. Exceptional organizational skills and the ability to prioritize, manage multiple workstreams, and adapt calmly to changing needs and tight deadlines. Excellent written and verbal communication skills, with strong attention to detail and the ability to tailor communications for varied audiences. Professional presence, emotional intelligence, and the ability to build trust and work effectively with a diverse population, including senior leaders, researchers, operations professionals, clients, and external partners. Advanced proficiency with Microsoft 365 applications and demonstrated ability to learn and effectively use AI-enabled productivity tools, digital collaboration platforms, and workflow automation. Demonstrated commitment to responsible AI use, including accuracy verification, appropriate handling of sensitive information, and compliance with organizational policies. Strong working knowledge of organizational policies, procedures, and administrative practices; knowledge of PNNL systems and processes is preferred. A proactive, solutions-oriented approach, with a record of anticipating issues, recommending practical solutions, and improving administrative processes. Exceptional discretion, integrity, reliability, and follow-through. Interest in and ability to work primarily onsite to provide responsive, high-touch support and strengthen day-to-day partnership with the COO and directorate leadership.
Compensation
Minimum Salary USD $34.57/Hr. Maximum Salary USD $50.10/Hr.