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Executive Assistant – Allen Institute for Neural Dynamics

Department: Neural Dynamics - Scientific Computing

Executive Assistant – Allen Institute for Neural Dynamics

The mission of the Allen Institute is to unlock the complexities of the brain and body and advance knowledge to improve human health. Using an open science, multi-scale, team-oriented approach, the Allen Institute accelerates foundational research to make broad and transformative impact on science.

The mission of the Allen Institute for Neural Dynamics is focused on fundamental discoveries in systems neuroscience. We are interested in how the brain builds our understanding of the complex world to guide the flexible behaviors that address our biological needs. The answers will be in terms of defined neuron types and circuits interacting across the whole brain and body. We will develop next-generation methods and theories and employ a team-based approach for discovery neuroscience. Knowledge, data, models and tools will be widely shared, in part to support the development of therapies for brain disorders.

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 Institute Leadership 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
  • 2 years administrative support experience

Preferred Education and Experience

  • 5+ years administrative support experience at an intermediate level or higher
  • 3 years of experience supporting senior/executive leaders
  • Proficient with MS Office applications, including Outlook, Word, Excel and PowerPoint
  • Strong customer communication skills and 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

  • This is a part-time role, requiring approximately 20 hours per week
  • 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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