The mission of the Allen Institute is to unlock the complexities of bioscience and advance our knowledge to improve human health. Using an open science, multi-scale, team-oriented approach, the Allen Institute focuses on accelerating foundational research, developing standards and models, and cultivating new ideas to make a broad, transformational impact on science.

The Allen Institute is launching a new initiative on human brain health and disease. This initiative aims to dramatically accelerate our understanding of human brain structure and function, identify the molecular, cellular and circuit basis of disease progression, and pioneer new therapeutic strategies targeting vulnerable and affected cell types. Our mission focuses on taking a human-centric approach to understanding and treating disease, combining a large-scale open science discovery approach across multiple diseases, AI-based disease modeling, and translational programs in specific diseases to move from discovery to clinical application. We aim to make transformational change in understanding and treating brain disorders, the biggest health challenge of our time.

We are seeking an Executive Assistant to provide a range of administrative, planning, and support services of a complex and confidential nature to several senior scientific leaders of this new initiative. An essential member of the team and reporting to the Executive Director of Scientific Operations, the Executive Assistant will anticipate needs, clear obstacles, and identify opportunities to take ownership of tasks and projects. All duties are expected to be done with rigor and accuracy to ensure action items are assigned and in progress and serve colleagues with confidence across the Allen Institute through exceptional interpersonal skills and relationship management. This individual will often represent leadership and serve as the first point of contact with the Allen Institute, requiring effective and competent interaction and communication with executive level professionals both internally and externally. This position works both independently and in close collaboration with stakeholders at multiple levels of the organization.

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.

*Please attach a cover letter with your application*

Essential Functions

• Manage expenses and timely submission of expense reports
• Coordinate domestic and international travel, arranging complex and detailed travel plans, itineraries, and agendas, as needed
• Manage and maintain active and complex calendars in a dynamic environment
• Communicate with the general staff on leadership’s behalf, coordinating and scheduling internal and external meetings, as well as video and teleconferences
• Management and coordination of seminars, workshops and other onsite events including hosting and arranging travel for visitors to the Institute
• Manage and update leaders’ curriculum vitae (CV)
• Compose routine correspondence including letters, memos, emails, and timely responses to actionable requests
• Handle and coordinate administrative purchasing for department
• Actively drive special projects as assigned
• Serve as a key point of contact for administrative questions and issues relating to organizational structure, project codes, and general operations

*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
• Minimum 2 years of work experience in an administrative capacity
• Proficient with Microsoft Office applications, including Outlook, Teams, One Drive, SharePoint, Word, Excel, and PowerPoint

Preferred Education and Experience

• Bachelor’s degree
• 3-5 years of executive administrative support experience
• 3 years of experience supporting senior/executive leaders
• Experience coordinating/managing multiple projects on tight deadlines
• Experience with Oracle software
• Experience with Smartsheet software
• Experience with EndNote or Zotero software
• Strong customer and colleague communication skills
• Exceptional attention to detail
• Demonstrated ability to maintain confidentiality
• Basic business writing skills and the ability to draft written communications
• Ability to learn new technologies
• Excellent interpersonal and time management skills
• Demonstrated ability to improve processes
• Prior experience in a research or health sciences environment

Physical Demands

• Fine motor movements in fingers/hands to operate computers and other office equipment
• Frequently required to sit, stand, walk, stoop, kneel, or reach

Position Type/Expected Hours of Work

• Full-time / 40 hours per week
• This role is currently able to work both remotely and onsite in a hybrid work environment – working a minimum of three days per week onsite. We are a Washington State employer, and the primary work location for all Allen Institute employees is 615 Westlake Ave N.; any remote work must be performed in Washington State.

Additional Comments

• Please attach a cover letter with your application
• **Please note, this opportunity does not offer relocation assistance**
• **Please note, this opportunity does not offer work visa sponsorship**