Senior Administrative Coordinator

Responsibilities

The Integrated Discovery Sciences Directorate (IDSD) seeks a highly motivated and dedicated individual to provide comprehensive administrative support to the Chief Scientist for Quantum Research. The successful candidate for this position serves as a trusted partner to the Chief Scientist, managing project deliverables, anticipating needs, and effectively organizing and tracking complex activities and schedules.

Principle Duties:

• Function as the primary source of administrative support for the Chief Scientist, independently managing a complex calendar, meeting requests, email-related follow-up, competing priorities, and day-to-day office needs.
• Proactively anticipate emerging needs to ensure that the Chief Scientist has the context and materials necessary to effectively participate in daily meetings.
• 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.
• Coordinate and host visitors, onsite workshops, seminars and other related events
• Make travel arrangements and process travel expense reports following PNNL systems and policies.
• Utilize working knowledge of PNNL systems, processes, and policies to manage overall office operations and seek out continuous process improvements efficiently and effectively.
• Form and maintain close working relationships with other admins from across the directorate and lab.
• Effectively communicate and maintain positive working relationships with all levels of staff across the directorate, within the laboratory and with external parties.

Qualifications

Minimum Qualifications:

• High school diploma/GED and 8 years of relevant experience in an administrative environment -OR-
• AA degree or higher and 6 years of relevant experience in an administrative environment.
• Experience in planning meetings and coordinating travel

Preferred Qualifications:

• Significant experience providing high-level administrative support to a senior leader in a complex, fast-paced organization.
• Demonstrated ability to work independently with minimal oversight, navigate ambiguity, and exercise sound judgment.
• 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.
• Ability to communicate effectively with a diverse population, including high level managers and clients.
• Extensive working knowledge of departmental and company policies, procedures and practices.
• Demonstrated commitment to responsible AI use, including accuracy verification, appropriate handling of sensitive information, and compliance with organizational policies.
• Ability to deal professionally with sensitive and confidential matters and materials.
• Demonstrated experience with standard office equipment, including MS Office Suite.
• Demonstrated ability to anticipate potential issues and recommend solutions as well as identify opportunities for continuous improvement.

Hazardous Working Conditions/Environment

Not Applicable.

Additional Information

This is not Applicable.

Testing Designated Position

This is not a Testing Designated Position (TDP).

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. Employees are automatically enrolled in our company-funded pension plan* and may enroll in our 401 (k) savings plan with company match*. Employees may accrue up to 120 vacation hours per year and may receive ten paid holidays per year.

* Research Associates excluded.

**All benefits are dependent upon eligibility.

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Notice to Applicants

PNNL lists the full pay range for the position in the job posting. Starting pay is calculated from the minimum of the pay range and actual placement in the range is determined based on an individual's relevant job-related skills, qualifications, and experience. This approach is applicable to all positions, with the exception of positions governed by collective bargaining agreements and certain limited-term positions which have specific pay rules.

As part of our commitment to fair compensation practices, we do not ask for or consider current or past salaries in making compensation offers at hire. Instead, our compensation offers are determined by the specific requirements of the position, prevailing market trends, applicable collective bargaining agreements, pay equity for the position type, and individual qualifications and skills relevant to the performance of the position.

Minimum Salary

USD $31.63/Hr.
Maximum Salary

USD $45.91/Hr.