Senior Administrative Coordinator

Administrative Support For Chief Scientist For Quantum ResearchAt 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 Science & Technology directorates include National Security, Integrated Discovery Sciences, and Energy and Environment. In 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 by observing, understanding, simulating, predicting, and controlling dynamic biotic-abiotic processes and interactions within complex 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.ResponsibilitiesThe 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 eventsMake 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.QualificationsMinimum 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 travelPreferred 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.About PNNLPacific 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 dynamic, driven people come to PNNL to work with renowned researchers on meaningful science, innovations and outcomes for the U.S. Department of Energy and other sponsors; here is your chance to be one of them!At PNNL, you will find an exciting research environment and excellent benefits including health insurance, and flexible work schedules. PNNL is located in eastern Washington State—the dry side of Washington known for its stellar outdoor recreation and affordable cost of living. The Lab's campus is only a 45-minute flight (or ~3 hour drive) from Seattle or Portland, and is serviced by the convenient PSC airport, connected to 8 major hubs.Commitment to Excellence and Equal Employment OpportunityOur laboratory is committed to fostering a work environment where all individuals are treated with fairness and respect while solving critical challenges in fundamental sciences, national security, and energy resiliency. We are an Equal Employment Opportunity employer.Pacific Northwest National Laboratory (PNNL) is an Equal Opportunity Employer. PNNL considers all applicants for employment without regard to race, religion, color, sex, national origin, age, disability, genetic information (including family medical history), protected veteran status, and any other status or characteristic protected by federal, state, and/or local laws.We are committed to providing reasonable accommodations for individuals with disabilities and disabled veterans in our job application procedures and in employment. If you need assistance or an accommodation due to a disability, contact us at View email address on click.appcast.io Free WorkplacePNNL is committed to a drug-free workplace supported by Workplace Substance Abuse Program (WSAP) and complies with federal laws prohibiting the possession and use of illegal drugs.If you are offered employment at PNNL, you must pass a drug test prior to commencing employment. PNNL complies with federal law regarding illegal drug use. Under federal law, marijuana remains an illegal drug. If you test positive for any illegal controlled substance, including marijuana, your offer of employment will be withdrawn.Security, Credentialing, and Eligibility RequirementsAs a national laboratory, PNNL is responsible for adhering to the Homeland Security Presidential Directive 12 (HSPD-12) and Department of Energy (DOE) Order 473.1A, which require new employees to obtain and maintain a HSPD-12 Personal Identify Verification (PIV) Credential. To obtain this credential, new employees must successfully complete the applicable tier of federal background investigation post hire and receive a favorable federal adjudication. The tier of federal background investigation will be determined by job duties and national security or public trust responsibilities associated with the job. All tiers of investigation include a declaration of illegal drug activities, including use, supply, possession, or manufacture within the last 1 to 7 years (depending on the applicable tier of investigation). Illegal drug activities include marijuana and cannabis derivatives, which are still considered illegal under federal law, regardless of state laws.For foreign national candidates:If you have not resided in the U.S. for three consecutive years, you are not eligible for the PIV credential and instead will need to obtain a favorable Local Site Specific Only (LSSO) Federal risk determination to maintain employment. Once you meet the three-year residency requirement thereafter, you will be required to obtain a PIV credential to maintain employment. The tier of federal background investigation required to obtain the PIV credential will be determined by job duties at the time you become eligible for the PIV credential.Mandatory RequirementsPlease be aware that the Department of Energy (DOE) prohibits DOE employees and contractors from having any affiliation with the foreign government of a country DOE has identified as a "country of risk" without explicit approval by DOE and Battelle. If you are offered a position at PNNL and currently have any affiliation with the government of one of these countries, you will be required to disclose this information and recuse yourself of that affiliation or receive approval from DOE and Battelle prior to your first day of employment.Rockstar RewardsEmployees 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