Administrative Coordinator III – Legal

The mission of the Allen Institute is to understand the principles that govern life and to advance health. Our creative and multi-dimensional teams focus on answering some of the biggest questions in bioscience. We accelerate foundational research, catalyze bold ideas, develop tools and models, and openly share our science to make a broad, transformational impact on the world.

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. In support of the administration team’s mission, the Legal Team’s vision:
We are a dedicated team of trusted advisors committed to providing excellent service through collaborative and inclusive solutions that advance the Allen Institute mission.

The Administrative Coordinator III provides general administrative support to the legal team, including managing databases, data input, calendars, scheduling, approvals, and records and records retention. The position has coordination responsibility for the Institute’s Policy Process and Records Management Program and assists the Legal Program Manager on Board conflict of interest and compliance. The position supports the Vice President & General Counsel and Deputy General Counsel in scheduling meetings, managing their administrative tasks, including sending emails, organizing meetings, and taking notes.

The individual in this position should have strong attention to detail and the ability to contribute to streamlining and improving operations within the legal department. The Administrative Coordinator III will handle confidential and sensitive matters and interact with key stakeholders (including board members) with a high degree of ethics and professionalism.

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.

• Calendar Management:
  Manage and maintain VP & General Counsel and Deputy General Counsel’s complex calendars in a dynamic environment, often requiring reprioritization. This includes coordination of all event logistics such as scheduling rooms, room setup, online meetings, managing meeting invites, meeting documentation and ordering catering as needed
• Communications Coordination:
  Facilitate smooth and effective communication with high profile internal and external stakeholders such as board members and insurance brokers. Compose routine correspondence which includes letters, memos, emails, and timely responses to actionable requests
• Records Management Program:
  Responsible for providing coordination and support for the Records Management Program for the Institute with oversight from the Legal Program Manager
• Policy Process Management :
  Responsible for managing the Policy Process for the Allen Institute including technical support within the Office 365 (Lists) environment with oversight from the Deputy General Counsel
• Legal Invoice Support:
  Supports all aspects of legal invoicing as back-up to the Legal Operations Administrator, including coordinating and communicating with Legal and Finance
• Travel Coordination and Registrations:
  Coordinates attorney registrations and provides travel support for Legal team, including conference and workshop registrations
• Document and File Management:
  Responsible for overall electronic files organization and maintenance for the legal department. Administers the legal department’s records retention requirements
• Materials and Document Preparation:
  With minimal supervision, apply analytical skills to review data and materials, create reports and spreadsheets, and work with applications and…