Executive Assistant - Allen Institute

Executive Assistant - Office of Science and Innovation

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 Innovation function was created to maximize the impact of the discoveries and inventions of the institute’s scientists and engineers through partnering, strategic collaborations and new ventures. These include industry partnerships to develop new therapies, industry and research community consortiums and enabling start ups. Innovation sits within the institute’s Office of Science and Innovation which is responsible for strategic partnerships, programs and systems across the institute.

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 Vice President and other members of our 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 Executive Assistant is expected to take initiative, proactively ask questions, execute core responsibilities collaboratively, and work well within a complex organization. The Executive Assistant must maintain exceptional professionalism, show flexibility, handle multiple tasks and changing priorities, be customer service oriented, have a strong attention to detail, and remain composed under pressure of deadlines. The Executive Assistant must be able to effectively communicate the mission, values, and scope of the institution.

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, 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, which may include rescheduling, postponing, or relocating meetings to optimize available resources and participants' time
• Keep Leadership team apprised of calendar, action items, agenda preparation and materials coordination
• Schedule and manage internal and external meetings and events, as well as video and teleconferences. This includes coordination of all event logistics and details such as facilities set-ups, catering, travel arrangements, meeting documentation, promotional materials, presentation preparation and greeting and hosting visitors
• Research and prepare materials for committees, programs and projects, and for use by the Vice President in resolving complex or sensitive problems
• Compose routine correspondence which includes letters, emails, and timely responses to actionable requests
• Prepare materials for meetings and events including travel itineraries
• Create presentations, spreadsheets and administrative standard procedures for department/groups they support
• Facilitate smooth and effective communication as first point of contact into the Vice President 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 and coordinate administrative purchasing for department
• Assist in maintaining department budget and expense reconciliations tracking business expenses and receipts and reconciling monthly expense reports
• Organize and maintain documentation, databases and shared network space for the Leadership team
• Coordinate activities within the department, between other departments and outside parties, including visitor liaison, guest speakers, move coordination, etc.
• Actively drive special projects as assigned
• Presentation slide review for executive boards both internal and external
• Assist in other administrative functions as required

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 of related experience

Preferred Education and Experience

• Bachelor’s Degree
• Prior experience in a research or health sciences environment
• 2 – 5 years of administrative support experience at an intermediate level
• 3+ years of experience supporting senior/executive leaders
• Experience coordinating/managing multiple projects
• Strong customer communication skills, accuracy and attention to detail with the ability to multitask and quality control own work and that of others
• Demonstrated exceptional professionalism and the ability to maintain confidentiality
• Basic business writing skills and the ability to draft written communications
• Proficient with MS Office applications, including Outlook, Word, Excel, Teams and PowerPoint
• Exceptional proofreading and editing skills – document/slide review
• Ability to learn new technologies
• Excellent interpersonal and time management skills

Physical Demands

• Occasional lifting to 30 pounds
• Fine motor movements in fingers/hands to operate computers and other office equipment; repetitive motion with lab equipment
• Stooping, bending, crouching

Position Type/Expected Hours of Work

• This role is expected to be onsite 3 to 4 days a week during working hours. The primary work location for this role is Allen Institute campus, with flexibility to work remotely on a limited basis. We are a Washington State employer; any remote work must be performed in Washington State.

Additional Comments

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

Annualized Salary Range

• $82,650 - $110,200 *

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

Benefits

• Employees (and their families) are eligible to enroll in benefits per eligibility rules outlined in the Allen Institute’s Benefits Guide. These benefits include medical, dental, vision, and basic life insurance. Employees are also eligible to enroll in the Allen Institute’s 401k plan. Paid time off is also available as outlined in the Allen Institute’s Benefits Guide. Details on the Allen Institute’s benefits offering are located at the following link to the Benefits Guide: https://alleninstitute.org/careers/benefits.