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Allen Institute · 1 day ago

Executive Assistant

Seattle, WA

Full-time

Hybrid

Entry Level

$92K/yr - $114K/yr

2+ years exp

The Allen Institute is dedicated to advancing bioscience and improving human health. They are seeking an Executive Assistant to provide comprehensive administrative support for research projects, managing calendars, travel, and communication with stakeholders.

Neuroscience

No H1B

Responsibilities

Manage and maintain complex calendars in a dynamic environment, requiring frequent reprioritization and adjustment of appointments

Coordinate day-to-day activities to ensure effective time management

Make informed decisions regarding the Executive’s availability, including rescheduling, postponing, or relocating meetings to optimize time and resources

Keep relevant team members updated on schedules, action items, agendas, and coordination needs

Arrange complex domestic and international travel, including detailed itineraries, agendas, and logistics

Organize and maintain filing systems, databases, and shared network spaces; submit, track, and follow up on administrative processes such as contract agreements, letters of intent, and travel arrangements or related expenses

Plan and organize internal project meetings, including clear agendas, expected outcomes, and follow-up on action items

Support special projects and initiatives as assigned

Prepare and review correspondence, documents, and materials for meetings and events, including travel itineraries and briefing materials

Serve as a key point of contact for administrative questions related to organizational structure, project codes, and general operations

Maintain clear and consistent communication with internal and external stakeholders, utilizing tools such as MS Teams, Slack, SharePoint, and Google Drive

Assist with the planning, implementation, and oversight of trainings, workshops, and events, occasionally requiring work outside standard hours or travel

Qualification

MS Office proficiencyGoogle Workspace proficiencyCalendar managementProject coordinationCustomer communicationBusiness writingLearning new technologiesAttention to detailInterpersonal skillsTime managementConfidentiality

Required

High School Diploma or equivalent

2 years of administrative support experience

Preferred

2–4 years of administrative support experience at an intermediate level or higher

2+ years of experience supporting senior/executive leaders

Proficient with MS Office applications (Outlook, Word, Excel, PowerPoint) and Google Workspace tools (Gmail, Docs, Sheets, Slides). Must be able to create functional spreadsheets in Excel or Google Sheets/Smartsheet

Must be able to work independently and exercise good judgment to handle a variety of situations

Strong customer communication skills and attention to detail

Demonstrated ability to maintain confidentiality

Basic business writing skills and the ability to draft written communications

Experience managing virtual meetings

Ability to learn new technologies

Excellent interpersonal and time management skills

Demonstrated ability to improve processes

Experience coordinating/managing projects

Prior experience in a research or health sciences environment

Able to act in accordance with Allen Institute values as outlined in the Code of Conduct