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Executive Assistant – Office of Science and Technology

Department: Office of Science and Technology

Executive Assistant – Office of Science and Technology

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 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 overall mission of the institute. The Office of Science and Technology works to drive strategic and operational solutions to promote innovation and partnerships within and beyond Allen Institute research programs.

We are seeking an Executive Assistant to provide a wide range of administrative and executive level support services of a complex and confidential nature to our Executive Vice President. This position will provide support by coordinating schedules and activities, supporting administrative needs, and serving as a key point of contact for the Institute.

As the first point of contact with the Institute, this individual requires exceptional communication skills with senior level professionals both internally and externally. This individual is an essential member of the team and is expected to work independently and proactively, contributing collaboratively within a complex organization. This role will involve working with a broad set of stakeholders including leaders and team members across all Allen Institute business units, both scientific and administrative. The ability to anticipate needs and contribute wherever needed is critical.

The ideal candidate is highly professional, organized deadline-driven, works well with team members across all levels, and maintains the ability to be agile and nimble, evolving to new future directions, strategies, and initiatives.

The Allen Institute believes that team science significantly benefits from the participation of diverse voices, experiences and backgrounds. High-quality science can only be produced when it includes different perspectives. We are committed to increasing diversity across every team and encourage people from all backgrounds to apply for this role.

Job Responsibilities

  • Manage and maintain complex calendars in a dynamic environment, requiring frequent reprioritization and shifting of appointments
  • Coordinate day-to-day activities to ensure effective management of schedule
  • Make appropriate, informed decisions regarding Executive’s available time
  • Schedule and manage internal and external meetings, as well as videoconferences and teleconferences; this includes coordination of all event logistics and details such as facilities set-ups, catering and travel arrangements
  • Compose routine correspondence, including letters, memos, emails, and timely responses to actionable requests
  • Proofread and edit documents for content, spelling, grammar and typographical errors
  • Prepare materials for meetings and events, including itineraries
  • Create and maintain presentations, spreadsheets and administrative standard procedures for the Institute
  • Facilitate smooth and effective communication as first point of contact into the Executive Vice President’s office. Screen, direct, and respond to incoming calls and inquiries
  • Screen and prioritize all communications making independent judgments and using discretion to route or compose responses as appropriate
  • Handle/coordinate various financial/budget activities for the Institute
  • Assist in monitoring department budget and expense reconciliations, tracking business expenses and receipts and preparing expense reports
  • Support, organize and maintain filing system, databases, intranet site and shared network space for the OST team
  • Coordinate activities within the department, between other departments and outside parties; this may include visitor liaison, workshop support, etc.
  • 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

  • 3-5 years administrative support experience at an intermediate level or higher
  • 2 years of experience supporting senior/executive leaders
  • Proficient with MS Office applications, including Outlook, Word, Excel and PowerPoint
  • Ability to create functional Excel/Smartsheet spreadsheets
  • Ability to create complex slide decks with embedded charts in PowerPoint a plus
  • Ability to work independently and exercise good judgment to handle a variety of situations
  • 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
  • Experience coordinating/managing projects
  • 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
  • Must be able to lift 10 lbs.

Position Type

  • This role is currently able to work both remotely and onsite in a hybrid work environment. 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 Eligibility Qualifications

  • In keeping with our focus on employee safety, all employees must be up to date with vaccinations against COVID-19 as a condition of employment unless a medical or religious accommodation is approved. All employees will be required to keep their vaccination status up to date according to CDC guidance.

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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