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Executive Assistant – AIx2

Department: Brain AIx2 Management
Location: Seattle

Executive Assistant – AIx2

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 has been a leader in the field of neuroscience for over 17 years; in 2021 we are launching a new research division to understand how dynamic neuronal signals at the level of the entire brain implement fundamental computations and drive flexible behaviors. Using a team science approach, we strive to uncover the neural basis of behavior through technological innovation, cutting-edge experiments, modeling, and theory.

We are seeking an Executive Assistant to provide a wide range of administrative, planning, and executive level support services of a complex and confidential nature to our Executive Director and other members of our team. An essential member of the team, the Executive Assistant will anticipate needs, clear obstacles and identify opportunities to take ownership of tasks and projects.

The Allen Institute believes that team science significantly benefits from the participation of diverse voices, experiences, and backgrounds. Progress in science benefits from multiple perspectives. We are committed to increasing diversity across every team and encourage people from all backgrounds to apply for this role.

Essential Functions

  • Manage and maintain a complex calendar(s) in a dynamic environment
  • Schedule and manage internal and external meetings, as well as video and teleconferences
  • Handle and coordinate administrative purchasing for department
  • Organize and maintain filing system, databases and shared network space for the leadership team
  • Coordinate domestic and international travel  
  • Actively drive special projects as assigned

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 experience
  • 2 years administrative support experience
  • Intermediate skill level with MS Office applications, including Outlook, Word, Excel and PowerPoint
  • Able to lift up to 30lbs

Preferred Education and Experience

  • 5+ years administrative support experience at an intermediate level or higher with at least 3+ years of experience supporting senior/executive leaders
  • Bachelor's degree or equivalent experience
  • Demonstrated ability to improve processes
  • Proven customer communication skills and attention to detail
  • Experience with business writing skills with proven ability to draft written communications
  • Experience learning new technologies
  • Demonstrated ability to maintain confidentiality
  • Demonstrated interpersonal and time management skills
  • Prior experience in a research or health sciences environment

Position Type/Expected Hours of Work

  • Occasional evening and weekend hours required
  • This role is currently able to work remotely due to COVID-19 and our focus on employee safety. We are a Washington State employer, and remote work must be performed in Washington State. We continue to evaluate the safest options for our employees. As restrictions are lifted in relation to COVID-19, this role will return to work onsite

Additional Comments

  • **Please note, this opportunity does not offer relocation assistance**
  • **Please note, this opportunity does not offer work visa sponsorship**

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.





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