Executive Assistant - Allen Institute for Brain Science

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 for Brain Science is to accelerate the understanding of how the human brain works in health and disease. Using a big science approach, we generate useful public resources, drive technological and analytical advances, and discover fundamental brain properties through integration of experiments, modeling and theory.

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 senior scientific leadership within the Allen Institute for Brain Science. 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.

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 active and complex calendars in a dynamic environment for five (5) senior scientific leaders within AIBS
• Communicates with the general staff on leadership’s behalf, coordinating and scheduling internal and external meetings, as well as video and teleconferences
• Compose routine correspondence including letters, memos, emails, and timely responses to actionable requests
• Research and prepare materials to be presented to the Brain Science leadership team, internal programs and projects, external stakeholders, and for use by the leadership in resolving complex or sensitive problems
• Handle and coordinate administrative purchasing for department and reconciliation of expense reports for the 5 leaders
• Organize and maintain filing system, databases, shared network space and project management software for the Leadership team
• Coordinate domestic and international travel, arranging complex and detailed travel plans, itineraries, and agendas
• Proofread and edit documents for content, spelling and grammar and typographical errors
• Administrative process development, improvement and implementation
• 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 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
• Minimum 2 years of experience in an administrative capacity
• Proficient with MS Office applications, including Outlook, Teams, One Drive, Sharepoint, Word, Excel and PowerPoint

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 Smartsheet software
• Experience with EndNote or Zotero software
• Strong customer 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 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 role is currently able to work both remotely and onsite in a hybrid work environment – working at least three to four days per week onsite. 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 Comments

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

Annualized Salary Range

• $80,253 - $112,355 *

• 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.

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.