Principal Administrative Coordinator

PNNL Office Of General Counsel Administrative Assistant

The PNNL Office of General Counsel is a group of dynamic legal professionals who counsel, advise, and proactively partner with managers and subject matter experts to provide innovative and risk-based solutions to achieve mission success. We understand that the work performed at PNNL is complex and embrace the challenge of finding innovative and compliant solutions while enabling cutting-edge research and development to take place.

We strive to build collaborative relationships of trust and serve as a reliable resource for overcoming challenges and resolving concerns while being ethical in all that we do.

This position provides comprehensive, high-level support to the Executive Director & General Counsel (General Counsel) and the Office of General Counsel (OGC). Primary interface will be with Office of General Counsel management and staff, Laboratory Director's Office, Department of Energy Pacific Northwest Site Office (PNSO), Battelle Memorial Institute (BMI), and the Pacific Northwest Division Board of Directors (PNWD). This position will be expected to work with administrative and functional staff across all PNNL Directorates to develop and deliver an integrated strategy that advances, promotes, and accomplishes the PNNL mission.

Responsibilities

• Managing multiple complex priorities, calendars, and schedules.
• Managing travel arrangements and expense reports.
• Tracking action items for and from the General Counsel through completion.
• Supporting General Counsel and Attorneys in preparing for meetings & presentations.
• Organizing and maintaining documents in Legal Files.
• Effectively communicating and corresponding with Laboratory leaders and staff, outside counsel, DOE counsel, PNSO, PNWD Board & Committee Members, BCO and other external parties.
• Maintaining effective working relationships with administrative counterparts across PNNL, and DOE management, among other organizations, as appropriate.
• Back up for preparing and updating internal and external reports, reviews, and other documents for DOE, and BMI.
• Support litigation management:
• Provide administrative support to attorneys and paralegals on litigation matters and invoicing as requested.

Support and coordinate PNWD Board and Committee meetings three times per year, while ensuring attention to detail.

• Maintain annual board preparation timelines
• Support agenda preparation
• Support communication to PNWD Board of Directors
• Support drafting of Board appointments, resolutions, and board minutes.
• Maintain current contact list of Board and Committee members and their Assistants.
• Support OGC updates to Business & Audit Committee.
• Schedule reviews and prep sessions for Board presentations.
• Support scheduling and arranging Board tours and other activities, as requested.
• Obtain necessary access credentials for board members and guests.
• Maintain all board documents in Diligent and oversee Diligent Access.
• Assist in onboarding new staff.
• Support annual attorney licensing requirements.
• Support onboarding of new OGC staff.
• Other duties as assigned.

Knowledge, Skills, and Abilities:

• Strong Initiative and attention to detail.
• Strong interpersonal skills.
• Excellent written and verbal communication skills.
• Proficiency working with travel and expense report systems.
• Knowledge of departmental and company policies, procedures and practices.
• Ability to multi-task, prioritize and organize work under tight deadlines and changing priorities, tracking and initiating actions efficiently and appropriately for a wide diversity of assignments; and working effectively in a dynamic, demanding, and sensitive environment.
• Comfortable in use and learning of Artificial Intelligence and other technology.
• Knowledge of attorney-client privilege and ability to handle and protect sensitive and confidential information.
• Experience with MS Office Suite.

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:
• Experience supporting Executive level manager strongly preferred
• Experience working in a Legal office

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…