Executive Administrative Coordinator

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 directorates related to Mission Support & Operations include Office of General Counsel, Business Services, Communications and External Engagement, Operational Systems, Communications and Information Technology, and Performance Management.

The Operational Systems Directorate (OSD) leads delivery of PNNL’s 10‑year, $1.2 billion campus construction portfolio—the single largest construction and modernization effort in the Laboratory’s history. OSD oversees operations and facility services, maintenance, and infrastructure planning.

A team of nearly 800 staff comprise OSD, spanning a wide range of disciplines, including craftspeople, engineers, construction professionals, technicians, scientists, administrators, and specialists. Together, they ensure that PNNL’s assets, services, and OSD‑led programs are managed and performing safely, securely, reliably, effectively, and efficiently.

The directorate stewards more than $250 million in annual budget authority; managing more than 2.5 million square feet of facility space across two campuses; overseeing approximately 200 regulatory program areas; and executing a multi‑million‑dollar facility and infrastructure project portfolio.

This position will partner with both the OSD Associate Lab Director (ALD) and the OSD Chief Operations Officer (COO), ensuring organizational commitments are met by prioritizing and expediting the flow of work through the office. The incumbent must act independently and with extraordinary maturity of judgment and confidentiality, analyzing communications flow (oral, written, electronic, etc.) or situational events and taking appropriate actions as required.

The role demands flexibility to shifting priorities and rapid change, composure under stress, and effective teamwork. The person will be a leader, detail‑oriented, friendly, approachable, professional, and organized.

Duties to include but not limited to:

• Performs administrative and office support activities
• Managing schedules, emails, and travel; fielding telephone calls; receiving and directing visitors; word processing; creating spreadsheets and presentations; and filing
• Routinely provides process improvements and innovations for the Directorate or Group
• Maintains autonomous oversight of various processes and procedures
• Assists and/or leads administrative meetings
• Provides suggestions for Directorate or Group practices and policies
• Uses experience and good judgment to take initiative in facilitating programs, policies and procedures
• Acts as a liaison for the manager in the coordination of business activities
• Deals professionally with sensitive and confidential matters and materials
• Manages day‑to‑day administrative processes associated with office and team coordination with little to no supervisory input
• More specific duties depending on discipline may also include development of required documentation and fielding questions from internal or external stakeholders

This position is onsite 5 days a week.

Minimum Qualifications:

• High school diploma and 14+ years of relevant experience
• AA degree or higher and 12 years of relevant experience, 6 years in an administrative environment required
• Experience with in the lab strongly preferred
• A minimum of 4 years of providing support at the Executive level
• Experience functioning in a very high paced environment
• Experience in planning Executive level meetings, coordinating complex travel and drafting documents and correspondence
• Demonstrated ability to make sound decisions

Preferred Qualifications:

• Excellent written and verbal communication skills
• Experience with in the Lab strongly preferred
• Communicates effectively with a diverse population, including high level managers and clients
• Extensive working knowledge of departmental and company policies, procedures and practices
• Demonstrated ability to multi‑task, prioritize and organize work under tight deadlines and changing priorities
• Experienc…