Administrative Coordinator – AI & Data Analytics Division

Overview

The AI and Data Analytics (AIDA) Division is home to more than 400 professionals specializing in data science, applied mathematics, advanced analytic architectures, software engineering, and human‑centered computing. Due to recent projected growth in our Seattle office, we are seeking a highly organized, proactive Administrative Coordinator to join our team.

This role provides critical support to the AIDA Division, the Program Development Office within the National Security Directorate, and the Seattle Operations team. The ideal candidate thrives in a dynamic environment, works autonomously, and maintains a high tolerance for ambiguity. Success in this role requires adaptability, initiative, and exceptional attention to detail while managing shifting priorities with professionalism and accuracy.

The position is for on‑site support in the Seattle office, and the preferred candidate would need to be onsite at least 4 days a week.

• Calendar & Travel Management:
  Coordinate complex schedules; arrange domestic and international travel; plan and organize meetings, reviews, and events with precision.
• Confidentiality & Integrity:
  Handle sensitive and proprietary information with discretion; maintain the highest standards of professionalism and security awareness.
• Communication &
  
  Collaboration:
  
  Serve as a primary point of contact for staff and leadership; foster strong relationships across teams, directorates, and external partners.
• Sponsor Visit Support:
  Coordinate logistics and on‑site support for sponsor and stakeholder visits, including room reservations, agendas, and visitor experience.
• Badging & Front Desk Support:
  Support visitor badging processes and provide occasional front desk coverage to ensure a professional and welcoming environment.
• Document & Process Management:
  Prepare and edit documents and presentations; process forms and approvals; maintain accurate records; ensure compliance with organizational policies and procedures.
• Continuous Improvement:
  Identify opportunities to streamline administrative workflows and implement creative, practical solutions to improve efficiency and effectiveness.
• Team Support & Mentorship:
  Provide guidance and informal mentoring to junior administrative staff; share best practices; contribute to a culture of collaboration, inclusivity, and continuous learning.

Minimum Qualifications:

• High school diploma/GED and 6 years of relevant experience in an administrative environment
  -OR-
• AA degree or higher and 4 years of relevant experience in an administrative environment
• Experience in planning meetings and coordinating travel

Preferred Qualifications:

• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and related productivity tools.
• Exceptional written and verbal communication skills.
• Strong organizational and time‑management abilities with meticulous attention to detail.
• Experience managing office operations and delegating workflow effectively.
• Proven ability to plan meetings, manage calendars, and coordinate complex travel itineraries
• Adaptability, problem‑solving skills, and a proactive approach to challenges.
• Proficiency and hands‑on experience with PNNL systems, business‑to‑business (B2B) platforms, and travel management processes.

This position requires the ability to obtain and maintain a federal security clearance. A security clearance background investigation includes review of your employment, education, financial, and criminal history, as well as interviews with you, your personal references, neighbors, and co‑workers to determine trustworthiness, reliability, and loyalty to the United States. The investigation also examines your foreign connections, drug and alcohol use, foreign influence, and overall conduct.

• U.S. Citizenship
• Background Investigation:
  Applicants selected will be subject to a Federal background investigation and must meet eligibility requirements for access to classified matter in accordance with 10 CFR 710, Appendix
  
  B.
• Drug Testing:
  All Security Clearance positions are Testing Designated Positions, which means that the applicant selected for hire is…