Principal Administrative Coordinator to the Chief Operating Officer

Overview

At PNNL,our core capabilities are dividedamongmajor departments that werefer to as Directorates within the Lab,focused on a specific area of scientific research orother function, with its own leadership teamand dedicated budget.

Our Science & Technologydirectoratesinclude National Security,Integrated Discovery Sciences, and Energy  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 byobserving, understanding, simulating, predicting, and controlling dynamic biotic-abiotic processes and interactions withincomplex 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.

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.

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…