Executive Assistant

Executive Assistant Allen Institute

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 moonshot 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 executive level support services of a complex and confidential nature to our Executive Vice President and our Executive Director of Scientific Operations. An essential member of the team, 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 and maintain EVPs and Executive Directors active and complex calendars in a dynamic environment

* Manage expenses and timely submission of expense reports for EVP and Operations Director

* Coordinate domestic and international travel, arranging complex and detailed travel plans, itineraries, and agendas, as needed

* Communicate with the general staff on leaderships 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 EVPs and Executive Directors 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 managements 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 Power Point

Preferred

Education and Experience

* Bachelors 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 End Note 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…