Job details

Executive Assistant to Human Resources

Overview:

The Principal Administrative Coordinator (Administrator 4) will support the Chief Human Resources Officer and the Deputy Director of Human Resources at PNNL. As a Principal Administrative Coordinator, the ideal candidate will use his/her advanced knowledge of administrative functions and Laboratory policy and procedures at PNNL to provide comprehensive, high-level support to management and staff with efficiently anticipating, prioritizing, and implementing organizational missions, commitments, and procedures.

Rockstar Rewards:

Employees and their families are offered medical insurance, dental insurance, vision insurance, health savings account, flexible spending accounts, basic life insurance, disability insurance*, employee assistance program, business travel insurance, tuition assistance, 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 401k savings plan. Employees may accrue up to 120 vacation hours per year and may receive ten paid holidays per year.

Research Associates excluded.

**Once eligibility requirements are met.

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Responsibilities:

Performs administrative and office support activities. Duties may include managing schedules, emails, and travel, fielding telephone calls, receiving and directing visitors, word processing, creating spreadsheets and presentations, and filing. More specific duties depending on discipline may also include development of required documentation and fielding questions from internal or external stakeholders.

Independently handles routine-to-complex business issues of an administrative and sometimes ambiguous nature; demonstrates sound judgment and follow-through with attention to detail in advisement and monitoring of organizational activities and coordinating activities across the organization. Must possess the ability to recognize and adhere to diverse requirements, meet critical deadlines and work to resolve issues in a timely manner.
Responds to a variety of inquiries from both internal and external sources, on behalf of the organization.
Advanced knowledge of managing schedules and calendars of management, effectively anticipating needs of the manager(s), staff, and organization. Assembles, research, and abstracts information in advance in preparation for trips, meetings, reports, and presentations.
Guides the workflow of the manager(s) by prioritizing and engaging others, as necessary, to ensure task completion. Monitors and triages email on behalf of management; will routinely draft e-mail and correspondence and sends on behalf of manager.
Manages logistics for visitors which may include tours, meetings, visits, workshops, or candidate interviews at PNNL. These may be in-person or virtual.
Makes travel arrangements which often include frequent in-travel disruptions, troubleshooting and coordination with the in-house travel representatives. Handles all aspects of the travel management process, including submission of travel requests, coordinating domestic and foreign travel arrangements, completing expense reports, and monitoring corporate credit card accounts to prevent overdue fees.
Makes purchases in support of the organization.
Identifies and makes recommendations to resolve administrative issues/processes affecting the organizational unit and teams to develop solutions.
May lead administrative teams to assure the administrative resources within the organization are maximized and to ensure that administrative processes and requirements are being adhered to.
Will provides training and guidance to less senior or new staff when necessary.

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 at a Director or Executive level manager strongly preferred.
Excellent written and verbal communication skills.
Advanced knowledge of Microsoft Office Suite.
Communicates effectively with a diverse population, including high level managers and clients.
Maintains autonomous oversight of various processes and procedures.
Extensive working knowledge of departmental and company policies, procedures, and practices.
Routinely provides process improvements.
Demonstrated ability to multi-task, prioritize and organize work under tight deadlines and changing priorities.
Typically reports to a L2 or L1, exercising confidentiality, tact, and diplomacy.
Assists and/or leads administrative meetings.
Provides suggestions for Directorate or Group practices and policies.
Uses experience and good judgment to take initiative in facilitating programs, policies, and procedures.
Acts as a liaison for his or her manager in the coordination of business activities.
Deals professionally with sensitive and confidential matters and materials.
Manages day-to-day administrative processes associated with office and team coordination with little to no supervisory input.
Often is required to recommend process improvements and innovations for the Directorate or Group.

Hazardous Working Conditions/Environment:

Not applicable.

Additional Information:

Not applicable.

Testing Designated Position (TDP):

This is not a Testing Designated Position (TDP).

About PNNL:

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 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, flexible work schedules and telework options. 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, Diversity, Equity, Inclusion, and Equal Employment Opportunity:

Our laboratory is committed to a diverse and inclusive work environment dedicated to solving critical challenges in fundamental sciences, national security, and energy resiliency. We are proud to be an Equal Employment Opportunity and Affirmative Action employer. In support of this commitment, we encourage people of all racial/ethnic identities, women, veterans, and individuals with disabilities to apply for employment.

Pacific Northwest National Laboratory considers all applicants for employment without regard to race, religion, color, sex (including pregnancy, sexual orientation, and gender identity), 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 careers@pnnl.gov.

Drug Free Workplace:

PNNL 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.

By Pacific Northwest National Laboratory

At Pacific Northwest National Laboratory, our mission is to transform the world through courageous discovery and innovation. Our vision: PNNL science and technology inspires and enables the world to live prosperously, safely, and securely. Our val...

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FUNDING

Nonprofit

INDUSTRY

Energy & Utilities

TEAM SIZE

5001-10000

LOCATION

Hybrid, based in Richland, WA

DATE POSTED