Job Description

Executive Assistant

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 Immunology is to advance the fundamental understanding of human immunology through the study of immune health and diseases where excessive or impaired immune responses drive pathological processes. The Institute will employ a multi-disciplinary team approach in collaboration with academic centers of human immunology to generate novel mechanistic insights into the immune synapse in health and in diseases such as autoimmunity or oncology. The Institute will simultaneously provide a foundational data set and tools for future immunological research as well as a novel collaboration portal for the broader scientific community.

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 Strategy and Operations. This role is foundational to the EVP’s effectiveness and requires exceptional judgement, prioritization, and execution skills in a fast-moving environment. 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 complex and dynamic calendars for the EVP, exercising judgement in prioritization and time allocation
• Management and coordination of seminars, workshops and other onsite events including hosting and arranging travel for visitors to the Institute
• Serve as the primary administrative support for the EVP’s external scientific and professional engagements, including advisory board participation, invited talks, conferences, and symposia
• Manage related communications, logistics, travel planning, reimbursements, and honoraria processing with precision and discretion
• Coordinate domestic and international travel, arranging complex and detailed travel plans, itineraries, and agendas, as needed
• Manage expenses and timely submission of expense reports for EVP and Operations Director
• Communicate with the general staff on leadership’s behalf, coordinating and scheduling internal and external meetings, in multiple formats that include on-site, hybrid, and off site. This includes coordination of event logistics and details such as facilities set-ups, catering, travel arrangements, meeting documentation and presentation preparation support
• Screen, direct, and respond to incoming inquiries
• Manage and update EVP’s and Executive Director’s curriculum vitae (CV)
• Compose routine correspondence including letters, memos, emails, and timely responses to actionable requests
• Create and maintain presentations, spreadsheets and administrative standard procedures as needed
• Support, organize and maintain filing system, databases, intranet site and shared network space for the leadership team
• Actively drive special projects as assigned
• Work as a positive and collaborative team member representing Immunology with other administrative assistants across other AI institutes and central administration
• Serve as a key point of contact for administrative questions and issues relating to organizational structure and general operations
• Assists in other administrative functions as needed

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 work experience in an administrative capacity
• Proficient with Microsoft Office applications, including Outlook, Teams, One Drive, SharePoint, Word, Excel, and PowerPoint

Preferred Education and Experience

• Bachelor’s degree
• 5+ years of executive administrative support experience
• 3+ years of experience supporting senior/executive leaders
• Experience coordinating/managing multiple projects on tight deadlines
• Proficient with Google Workspace
• Experience with Oracle software
• Experience with Smartsheet software
• Experience with EndNote or Zotero software
• Strong customer and colleague communication skills
• Exceptional attention to detail
• Demonstrated ability to maintain high-level of confidentiality with sensitive and confidential information
• Demonstrated ability to work independently and exercise good judgment to handle a variety of situations
• Maintain professionalism and composure at all times, particularly in written and oral 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

• Full-time / 40 hours per week
• This role is currently able to work both remotely and onsite in a hybrid work environment – working at least three days per week onsite and flexible to be onsite more frequently as needed.
• We are a Washington State employer, and the primary work location for Allen Institute employees is 615 Westlake Ave N.; 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**

**Please include a cover letter with your application**

Annualized Salary Range

• $92,250 - $114,100 *

* Final salary depends on the required education for the role, experience, level of skills relevant to the role, and 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 Institutes 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.

Job Tags

Full time, Work experience placement, Work at office, Local area, Remote work, Relocation package, Flexible hours, 3 days per week

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