Principal Administrative Coordinator to the Chief Operating Officer

Pacific Northwest National Laboratory•Richland, WA

6d•Onsite

About The Position

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.

Requirements

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 administrative support to a senior executive including managing complex schedules, confidential information and competing priorities.

Nice To Haves

Demonstrated ability to work independently with minimal oversight, navigate ambiguity, exercise sound judgment, and determine when an issue requires escalation.
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, with strong attention to detail and the ability to tailor communications for varied audiences.
Professional presence, emotional intelligence, and the ability to build trust and work effectively with a diverse population, including senior leaders, researchers, operations professionals, clients, and external partners.
Advanced proficiency with Microsoft 365 applications and demonstrated ability to learn and effectively use AI-enabled productivity tools, digital collaboration platforms, and workflow automation.
Demonstrated commitment to responsible AI use, including accuracy verification, appropriate handling of sensitive information, and compliance with organizational policies.
Strong working knowledge of organizational policies, procedures, and administrative practices; knowledge of PNNL systems and processes is preferred.
A proactive, solutions-oriented approach, with a record of anticipating issues, recommending practical solutions, and improving administrative processes.
Exceptional discretion, integrity, reliability, and follow-through.
Interest in and ability to work primarily onsite to provide responsive, high-touch support and strengthen day-to-day partnership with the COO and directorate leadership.

Responsibilities

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.