Administrative Assistant I – Administration

The mission of the Allen Institute is to understand the principles that govern life and to advance health. Our creative and multi-dimensional teams focus on answering some of the biggest questions in bioscience. We accelerate foundational research, catalyze bold ideas, develop tools and models, and openly share our science to make a broad, transformational impact on the world.

The mission of the Allen Institute Administration team is to provide support and structure to the scientific divisions. Coinciding with the team science approach, administration helps facilitate team learning and the institute’s overall mission.

We are seeking an Administrative Assistant to support the work of the Administration team. In this role, you will provide essential administrative and operational support with tasks like event coordination, materials management, and other administrative tasks and projects. You will work closely with members of the People & Culture and other administrative teams to learn job skills and perform routine tasks.

At the Allen Institute, we believe that science is for everyone – and should be open to everyone. We are dedicated to combating biases and reducing barriers to STEM careers more broadly.

We also believe that science is better when it includes different perspectives and voices. We strive to make the Allen Institute a place where everyone feels like they belong and are empowered to do their best work in a supportive environment.

We are an equal-opportunity employer and strongly encourage people from all backgrounds to apply for our open positions.

Essential Functions

Event Support

• Assist with event preparation including facilities requests, catering and supply orders
• Assist with event setup including refreshments, materials, and room setups
• Assist with logistics during and after events, including registration, ushering and escorting guests, and event clean-up

Materials Procurement & Management

• Assist with ordering of supplies and branded items
• Assist with receipt and storage of supplies and branded items
• Track and manage inventory of supplies and branded items
• Prepare supplies and branded items for distribution
• Distribute branded and other items to employees and guests

Other Administrative Tasks & Projects

• Edit documents such as posters, letters, presentations, and other communications
• Respond to requests regarding distribution lists, internal website, and other technical tools
• Track current job openings and store related job descriptions
• Post open positions on job boards
• Audit employee file project by crosschecking transferred files
• Receive and process People & Culture team mail

*Note: Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. This description reflects management’s assignment of essential functions; it does not proscribe or restrict the tasks that may be assigned.*

Required Education and Experience

• High School Diploma or equivalent

Preferred Education and Experience

• 1+ years of related experience
• Intermediate skill level with Microsoft Office (Outlook, Word, Excel, PowerPoint, Teams)

Work Environment

• Open office environment
• Warehouse spaces

Physical Demands

• Occasional lifting up to 30 pounds
• Fine motor movements in fingers/hands to operate computers and other office equipment; repetitive motion with lab equipment.
• Push/pull up to 50 lbs.
• Stooping, bending, crouching
• Reaching or climbing ladders

Position Type/Expected Hours of Work

• This role is currently working onsite and is expected to work onsite for the majority of working hours. The primary work location for this role is 615 Westlake Ave N., with the flexibility to work remotely on a limited basis.
• This is a part-time position, expected to work 12 hours per week

Annualized Salary Range

• $47,700 - $57,200*

* Final salary depends on the required education for the role, experience, level of skills relevant to the role, and work location, where applicable.

Benefits

• Part-time employees will accrue paid sick days and be eligible for a subsidized Seattle transportation card (ORCA Business Passport)

It is the policy of the Allen Institute to provide equal employment opportunity (EEO) to all persons regardless of age, color, national origin, citizenship status, physical or mental disability, race, religion, creed, gender, sex, sexual orientation, gender identity and/or expression, genetic information, marital status, status with regard to public assistance, veteran status, or any other characteristic protected by federal, state or local law. In addition, the Allen Institute will provide reasonable accommodations for qualified individuals with disabilities.