Administrative Coordinator

Senior Administrative Coordinator

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, Computing and Information Technology, and Performance Management.

Communications and External Engagement (CXE) engages PNNL staff and key stakeholders to amplify meaningful connections between our science and technology mission to accelerate our impact and elevates PNNL's institutional reputation and impact locally, regionally, nationally, and globally to position PNNL as a leader in mission-driven science and innovation. CXE also inspires stakeholders and staff by facilitating and showcasing PNNL's scientific leadership, national influence, community commitments, and service to advance the frontiers of knowledge and our distinguished staff.

PNNL's Communications team engages internal and external stakeholders through strategic communication efforts that support mission outcomes. Working to elevate the reputation and visibility of PNNL, through world-class experts and bold science mission, we aim to inspire stakeholders and to build awareness of the PNNL's science impact.

We are seeking a Senior Administrative Coordinator who thrives on bringing order to complexity. This role is ideal for someone who enjoys building systems, creating structure, and keeping fast-moving organizations operating efficiently. You'll partner closely with Communications leadership to coordinate priorities, manage competing demands, improve administrative processes, and ensure critical work moves forward with precision.

If you're energized by organization, love solving logistical puzzles, and take pride in making teams more effective, we'd love to hear from you.

Responsibilities

The Communications Division operates in a dynamic, rapidly evolving environment supporting Laboratory leadership, major initiatives, and high-profile communications activities. As a Senior Administrative Coordinator, you will serve as a trusted operational partner who anticipates needs, manages competing priorities, and develops efficient systems that enable leaders and teams to focus on strategic work.

The successful candidate enjoys creating order from complexity. They naturally build systems to organize work, anticipate needs before they arise, and ensure that commitments don't fall through the cracks. They are energized by helping leaders and teams operate more efficiently and take pride in delivering consistently accurate, high-quality work.

Key Responsibilities

The responsibilities of this position include, but are not limited to:

• Independently manage complex administrative responsibilities while exercising sound judgment, discretion, and exceptional attention to detail.
• Coordinate multiple competing priorities across leaders and teams, ensuring critical work stays organized, visible, and on schedule.
• Develop, implement, and continuously improve administrative systems, workflows, and tracking tools that increase efficiency, consistency, and accountability.
• Serve as a central coordination point for organizational activities, proactively identifying dependencies, risks, deadlines, and follow-up actions.
• Manage complex calendars by anticipating priorities, resolving conflicts, and balancing changing business needs.
• Assemble, research, and prepare background materials for meetings, presentations, travel, and executive engagements.
• Monitor action items and commitments, following through to ensure deliverables are completed accurately and on time.
• Draft, proofread, and edit correspondence, presentations, reports, and other communications with a high degree of professionalism.
• Coordinate meetings, workshops, interviews, visitor logistics, and organizational events, both virtual and in person.
• Arrange domestic and international travel, manage travel documentation and expense reporting, and resolve travel issues as they arise.
• Perform purchasing and other administrative business processes in accordance with Laboratory policies.
• Identify administrative inefficiencies and recommend practical improvements that strengthen organizational operations and customer service.
• Partner effectively with administrative colleagues across the Laboratory to ensure seamless support and coverage.

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:

• Demonstrated success supporting senior leaders in a fast-paced, highly dynamic organization.
• Exceptional organizational and task management skills, with the ability to manage numerous concurrent priorities while maintaining accuracy.
• Demonstrated ability to develop systems, workflows, trackers, or other organizational tools that improve efficiency and execution.
• Strong project coordination skills, including monitoring deadlines, dependencies, follow-up actions, and deliverables.
• Excellent judgment in prioritizing competing requests and adjusting quickly as priorities evolve.
• Outstanding attention to detail and commitment to producing high-quality work.
• Extensive working knowledge of Microsoft Office Suite, Teams, Outlook, and video conferencing applications.
• Experience managing complex calendars and coordinating executive schedules.
• Excellent written and verbal communication skills.
• Strong interpersonal skills and the ability to build productive relationships across all levels of the organization.
• Demonstrated initiative, resourcefulness, and a continuous improvement mindset.
• Ability to handle confidential information with discretion and professionalism.